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HomeMy Public PortalAbout2017 Minutes McCall Public Library Board of Trustees Meeting Tuesday,January 17, 2017 Idaho Room, 2:00 PM Call to order: 2:09 PM Attendance: Lynn Lewinski, Ed Hershberger, Lola Elliot, Meg Lojek, and Jacki Rubin Amendments to Agenda: None Approval of Minutes: Minutes approved as presented. Director's Report: Warrant Register: Approved by Jacki 1/6/2017 Budget and Stats: Meg finished the Idaho State report for Dec., and is finalizing the City report for Jan. 26. Revenue is up, perhaps due to the response to the 3 month membership option. Donations are increasing significantly over the past 3 years. Expenses are down.We met the Library Expansion Donation Challenge 100%! All Board, staff, committee and even a few Council members participated. Great way to start the background of our fundraising. Staff: All well,very busy, finished their annual evaluations and are gearing up for the Winter Carnival events. They will be making a snow sculpture and joining the parade, like last year. New newsletter will be last week of Jan. Old Business: Our CIP plan is prepared and will be presented as 3 parts of the Library Expansion: architectural,fundraising and construction.A complex and multi-leveled concept, it is an important part of the entire city campus plan, as well as our own facility.This will be an amazing asset for the entire community of McCall and its visitors. 'New Business: Library Expansion Committee: created a timeline for future planning that we appreciate. A great committee! Fundraising consultant: interviews will be held at 10:30 am and 4:15 pm on Wed.Jan. 25. We are intrigued and had a lot of discussion on many levels about the end result of this. Policy reviews: Personnel and Public Relations tabled and will be taken up at the next meeting. Director's evaluation: was completed and turned into HR. Friends Liaison report:The Friends elected Patty Winder as the new President, serving a 2 year term.Their conversations continue about the future facility project and their relationship in the project with the City. Finances need to be addressed with Linda Stokes and Meg,to clear up any confusion about City requirements for donated funds for specific library projects.The Board will consider starting an annual appreciation day for the Friends. City Council Liaison report: Bob was not able to join us. Future Goals: To settle fundraising issues for the facility project so that we can continue to move forward. Next Meeting: • Feb. 14, 1:00 PM @ Conference Room Adjournment: 4:20PM Minutes repared by Lynn Lewinski/Submitted by Jacki Rubin, Chair Minutes McCall Public Library Board of Trustees Meeting Tues. February 14, 2017 Conference Room, 1:00 PM Call to order: 1pm Attendance: Meg Lojek, Lola Elliot,Jacki Rubin,Sean Gould, Ed Hershberger, Lynn Lewinski, Linda Stokes Amendments to Agenda: Agreed to place Old Business before Director's Report so that Linda could join us. Approval of Minutes: 1/17/2017 as presented. Director's Report: Warrant Register: Ed signed 2/3/2017 Budget and Stats: Meg presented the Annual Report to City Council with good response. Meg submitted 3 CIP plans for review, and a Rotary grant application for 15K. FY17 LOT funds pending. Ed has the annual Huffman files for review. Ed moved,Sean 2"d, to deposit$5,257.36 of donations into LGIP, as per the quarterly timeline.All voted aye. Staff: the Staff gave a lot of their own time to create an amazing sculpture and parade entry. Curious George won a prize for Best Children's entry. The first e-newsletter is out. It was suggested that it be accessed from the Library website and City webpages. Old Business Library Expansion Committee Minutes were reviewed. Fundraising Coordinator contracts: This subject held lengthy discussion, which led to a final agreement.Sean moved,with a 2"d by Lola, to amend the recommendation of the Expansion Committee and move forward with adjusted negotiations of Beth Markley as a fundraising consultant, and to hire Amy Rush as our local fundraising coordinator prior to Markley's contract negotiations. Friends' appreciation plan:Tabled until March New Business: Discussion of budget processes: Linda spoke about the way the fund balance is kept, how to access it through Council budget amendment request, and the procedure to do so. Future discussion to make a plan is needed. Meeting Time Change discussion: All agreed to adjust to 9 AM meetings, 3'Thursdays of the month, unless otherwise noted. Policy Review: Personnel and Public Relations; Gifts, Memorials, and donations--Tabled Friends Liaison report: The Friends have written 2 letters for The Star News; the book sale went well, but no specifics known yet; other items were tabled for our next meeting. City Council Liaison report: We all miss Bob, and hope he is having fun teaching skiing. Meg will pass on the meeting time change to Bob. Future Goals: To continue as a stronger team with library projects. Meeting Adjourned: 3:15 PM Next Meetings: • March 9, 9 AM, Legion Hall • April 20, 9 AM, Legion Hall • May 11, 9 AM, Legion Hall Minutes prepared by Lynn Le inski/Submitted by Jacki Rubin, Chair Minutes--McCall Public Library Board of Trustees Meeting March 9, 2017 Legion Hall, 9:00 AM Call to order: 9:05 Attendance : Lynn Lewinski, Meg Lojek, Ed Hershberger, Bob Giles, Lola Elliot,Jacki Rubin Amendments to Agenda:Add Board consideration of Donation information- Meg Lojek Approval of Minutes:2/14/2017 Approved as presented. Director's Report: (Meg) Warrant Register: 3/6/2017 Ed Hershberger approved as presented. Budget and Stats: On Council agenda for budget amendment3/24; Council work session 4/28/17; LOT deadline forthcoming with funds being requested for architectural planning. Staff: Congrats to Casey's family with new baby! Diane working with OP Committee/City staff; Inventory of library collection proceeding; Meg attended ICfL State Public Library conference- Informational and enjoyable; Meg&Carol Coyle sent letters of interest to 3 organizations.Trustees invited to workshops with ICfL(handout). Old Business: (Lola) Friends group appreciation planning: Star News exposure, Newsletter recognition, etc. No large event planned. Contract preparation for consultants: Board voted to authorize negotiations of Rush's contract up to$35,and Jacki Rubin to sign contract, contingent upon City Council budget amendment, according to details in MEMO to Board of Trustees 3/7/2017,and according to adjustments by the attorney. Board authorized Meg to coordinate and Jacki Rubin to sign contract with Markley, contingent upon Council budget amendment and adjusted by attorney. New Business: Review of Library Expansion Committee Minutes: Information dispersed, no discussion. Annual Report to Council preparation: Jacki is preparing information for the presentation which she will make May 11. All Board members encouraged to attend.Jacki will prepare draft to preview with the Board on 4/20. Policy Review— Personnel and Public Relations; Gifts, Memorials, and donations (Meg) Personnel and public relations policy reviewed and comments made-will be re-written by Meg and voted upon at the next meeting. Consideration of Donation proposal—The Board considered and accepted an anonymous donation of$10,000 specified as a challenge donation to encourage others to donate a matching$10,000 for support of our fundraising positions for the new library expansion project.All in favor. Meg will present the challenge to the Friends members and other interested individuals.The challenge is not intended for group matching funds or grants from foundations, but rather individuals. Meg and_Beth Markley will arrange the details.The Board is grateful for this leading challenge. Friends Liaison report: Meeting March 6 attended by Linda Stokes,Joni Morrison, Meg Lojek, Lola Elliot, Nancy Randolph, Linda Burns. Explanation of the methods for paying bills was discussed. Excellent communication with productive exchange of ideas. Book sales were reported at$527.40 before advertising bills. City Council Liaison report:Welcome back! Bob's input and guidance was appreciated throughout the Meeting. Future Goals: Begin to think of Board Member replacement if we have an opening this year. Next Meetings: April 20, 9:00 AM; May 11, 9:00 AM; June 15,9:00 AM. Minutes prepare by Lola FJliot, g Lojj k/Submitted by Jacki Rubin, Chair • Minutes--McCall Public Library Board of Trustees Special Work Session April 10, 2017 Main Library Room, 7:00 PM Call to order:7:10 pm • Attendance : Heather Haynes, Karen Lannom, Lynn Lewinski, Meg Lojek,Jacki Rubin, Linda and Bob Hallock, Linda Burns, Larry Swan, Dean Martens, Patty Winder, Bill Thomas,Amy Rush, Beth Markley Work Session: Introductions of members and fundraising consultants. Presentation by Beth Markley outlined the upcoming fundraising campaign strategies and needs. Roles and purpose of the coordinators discussed. Attendees were asked about the need for a new library and the "story" our library represents in our community. Question &Answer session followed. Adjourned:8:50 pm Next Meetings: April 20, 9:00 AM; May 11, 9:00 AM;June 15, 9:00 AM. Minutes prepared by Meg Lojek/Submitted by Jacki Rubin, Chair • • Minutes McCall Public Library Board of Trustees Meeting Thursday, April 20, 2017 Location: Legion Hall, 9:00 AM Call to order: 9 AM Attendance: Lynn Lewinski,Sean Gould, Lola Elliot,Jacki Rubin,Amy Rush, Nate Coyle,Jackie Aymon and Meg Lojek. Amendments to Agenda: Nate Coyle, presented factual information about the sewer consolidation proposal. Approval of Minutes: 3/9/2017 and 4/10/2017 Minutes approved as presented. Director's Report: Warrant Register: Approved as presented by Ed 3/21/2017 and Jacki 4/13/2017. Budget and Stets: Ed reviewed February statements on 3/24/2017 and March statements on 4/20/17. Discussion as to the need of financial statement procedures, public information and what that means.There are grant applications made, and waiting for decisions. Staff: Our newest employee, Katrina Luiz, is digitizing historical records and keeping that project on track. Kristin Eames created new art for our thank you notes,which is beautiful and striking. It will be sent out with appreciation to patrons, donors&volunteers. Meg thanked Board & Friends for National Library Workers Day lunch. Amy Rush gave us a review of Beth Markley's visit, and their meetings with various stakeholders.The point was to explain the process of the fundraising project for the new facility. We all shared questions on that, how to expand, support and develop this next phase. A"case for support"to explain and expand this is being generated.A new meeting with consultants and Board members was called for Tuesday,April 25, at 1:00 PM in the Conference Room. Old Business: Sean moves,with Jacki 2"d,to approve the Personnel Policy, as well as the Public Relations Policy as edited. We will review the Gifts, Memorials and Donation/Donor policy again at our next meeting, and continue with the next policy in the document at the next meeting as well. Sean commented on non-profit use of library is only appropriate when missions are mutually supportive. New Business: Sean moves,with Lynn 2"d,to approve the Annual Report,as edited,to be given to City Council by Jacki Rubin on May 11. Board members are encouraged to attend at 5:30 PM. Lynn moves, Lola 2nd,to approve the LOT application for additional funds directed towards the front desk purchase. Lola moves,Sean 2"d,to approve LOT application for funds to support the new facility architectural and engineering plans. Sean moves,with Lynn 2"d,to approve the process of reimbursement for incidentals of consultant Amy Rush: reimbursements will be paid by the Board pending monthly approval,and those above$250.00 per individual expenditure require prior approval by the Library Director. Friends Liaison report:The Friends have had lots of discussions about the future.They have been very supportive of various Library meetings, causes, and special fundraising challenges. City Council Liaison report: NA Future Goals:Time to reflect on the incredible achievements made for our library and the community. Our planning and time lines are given more strength and determination as we continue to move forward. Next Meetings: • May 11, 2017, 9:00 AM in Legion Hall • June 8, 2017,9:00 AM in Legion Hall • July 20, 2017, 9:00 AM in Legion Hall Adjournment: 10:30 AM Minutes pre ared by Lyn Lewinski,Secretary Respectfully submitted by Jacki Rubin, Chair! Minutes McCall Public Library Board of Trustees Work Session April 25, 2017 Library, 1:00 PM Call to order: 1:00 PM Attendance: Ed Hershberger, Lynn Lewinski, Lola Elliot, Jacki Rubin, Larry Swan, Amy Rush, Beth Markley, Meg Lojek Special Meeting Minutes: Discussion began with consultants Beth Markley and Amy Rush discussing the Campaign Steering Committee Organizational Chart with the goal of better understanding the overall fundraising project. Further discussion included past city needs, how the flow of the Board and Committee will evolve, how the fundraising campaign will develop and strategies that will move us forward. Adjournment: 2:10 PM Minutes prepared by Lynn L-winski Sec etary/Meg Lojek Respectfully submitted by Jacki Rubin, Chair to • Annual Report to McCall City Council for 2016 McCall Public Library Board of Trustees May 11, 2017 The McCall Public Library Board of Trustees'major focus for 2016 has been the library expansion project. The Board has worked closely with the Library Expansion Committee and City Council to move this project forward. All the Trustees were intimately involved in the hiring of the Humphries/Poli Architectural firm and were an active participant in the Humphries/Poli Conceptual Design and Needs Assessment Study. As you know, this invaluable study has taken our dream of a new building from a general feeling of needing more community space and better accessibility to our collections to a concrete plan of how to put all our good ideas into a building which would be a comerstone of the city campus. Keeping this project as our focus, the Board has completed our new Strategic Plan which will run from 2016 - 2021 and includes our Mission Statement, Values and six goals. The last goal of our plan, Goal #6 is"To plan and construct a new library expansion". This plan is now posted on the library website and is available for the community to view. As a department within the City of McCall, the Library Board has submitted our portion of the Capital Improvement Plan. Our plan which includes our proposed timeline for fundraising and construction of the new building will help both the City and Library Board coordinate their activities to accomplish our common goal of a vibrant healthy downtown. The Board continues to work closely with the Friends of the Library. They will be an important part of our expansion project including being an invaluable fundraising partner as the Board considers their space needs in our new building. The Board has spent time meeting with the Friends to better understand their funding and how it impacts the library. Looking forward to our work in 2017, the Board is reviewing and updating all sections of our Policy Manual. This may not sound like exciting work but, it is important that we keep up-to- date on Patron Rights, use of library telephones, and how we handle petitions and solicitations. The Board of Trustees has completed the next step of hiring Consultants to help us plan and implement our fundraising campaign for our new building. We anticipate a busy productive summer and fall, training our board, friends committee and expansion committee to develop materials and contacts for library donors. The Board would like to recognize that all of the progress we have made in the past year towards our goal of a new library building would not have been possible without the hard work and dedication of our Library Director Meg Lojek and The Library Expansion Committee. Respectfully submitted, Jacki Rubin, Chair Ed Hershberger, Vice Chair Lynn Lewinski, Secretary Lola Elliot Sean Gould Minutes-McCall Public Library Board of Trustees Meeting May 11, 2017 Legion Hall, 9:00 AM Call to order: 9:05 am Attendance: Ed Hershberger, Lola Elliot,Jacki Rubin, Lynn Lewinski, Meg Lojek, and Nate Coyle Amendments to Agenda: None Approval of Minutes: 4/20/2017 and 4/25/2017 approved as presented Update: Nate explained the basics of the CIP and L.O.T. as the City may proceed,and we discussed the different possibilities of the projects, as well as timelines. Director's Report: Warrant Register:4/20/2017 Jacki signed; 5/8/2017 Ed signed. Budget and Stats: Correction to LGIP deposits: Nov was$216.04. Dec was$7,607.36.The next budget cycle is beginning and all ideas need to be projected so that we have time to consider. Staff: Update from Amy Rush given by Meg and emailed to Trustees. Interviews have begun, with editing done to the mailing. Beth's next visits will be May 22-23 and June 5-6. More news to follow with results.The rest of staff is doing well, inventory has been completed with a record low"loss rate" of less than 1/4 of 1%. Summer programs are taking form.There was a pre-school program, Fun with Math and Science that was completely booked with waiting list. A success. Meg mentioned that because staff is doing well with all responsibilities we have less loss rate on our collection, and more participants at events. Old Business, • Policy Review • Gifts, Memorials, and donations/donor acceptance Policy- Final draft moved to accept by Lynn, with 2nd by Ed. • Programming Policy Moved to accept by Ed, with 2nd by Lola. • Equipment Policy final review will be presented at our next meeting. • Exhibits and Displays and Public Notice Bulletin Boards were reviewed and combined; moved to accept by Jacki with 2"d by Lola. • Request to add:Test Proctoring Policy to be reviewed at our next meeting. • Request to remove: Library Board, Friends of Library, Mending and Bindery policies- moved to accept by Ed, with 2nd by Jacki. New Business: . Joint,meeting date consideration with (CRIMP, City Council, and Library Board to review laws and protocol have no set dates to meet at this time. Meg will inquire as to meeting date options in September. Friends Liaison report: NA City Council Liaison report: NA Future Goals:To continue policy manual review,work with the committee and the Friends, and to update City Council. Next Meetings: in Legion Hall • June 8, 9:00 AM; July 20, 9:00 AM; August 17, 9:00 AM; September 21, 9:00 AM Minutes epared Lyn win i,Secretary Respectfully submitted by Jacki Rubin, Chair • Minutes-McCall Public Library Board of Trustees Meeting June 8, 2017 at Legion Hall, 9:00 AM Call to order: 9 AM Attendance: Lola Elliot,Jacki Rubin, Linda Stokes, Lynn Lewinski, Ed Hershberger, Meg Lojek, Nate Coyle, Mike Anderson, and Beth Markley on speaker phone. Amendments to Agenda: Policy interpretation of guest pass for computers and bike helmet check-outs Approval of Minutes: 5/11/2017 approved as presented. Director's Report: Warrant Register: approved by Jacki 6/3/2017 Budget and Stats: Library FY18 budget now reflects a change to the Professional services line and the Building and Grounds line, after meetings with Nate Coyle and Linda Stokes. LGIP deposit was$7904.18. Summer programs and vacations are coming up.The Elementary school field trip event was another success.The Elementary summer programs again split into 2 groups so that the attendance would be more manageable. A lot of interest is being seen for all up- coming programs.Just not enough room! Staff working on Bike Rodeo, Kaleidoscope Festivals. Staff: Update from Amy and Beth sent with our email. Interviews are moving along. Ed moved,with Jacki 2nd to add a July meeting time for Beth and Amy in order to compile more complete information for our report. Katrina has completed 3/4 of the digital work, and is training volunteers to help continue the project. Old Business Report from Mike Anderson re: Performing Arts Center in McCall was given.The vision for this Ponderosa Center is interesting and we may have discussions in the future, especially between Ed and Mike. Policy Review— Equipment Use Policy,second draft.Approved with edits, motioned by Lola and 2nd by Jacki. Test Proctoring Policy,first draft.Approved as is, motioned by Ed with 2nd by Lola. Meeting Room—revision.Approved with edits, motioned by Ed with 2"d by Lola. Disaster Plan is tabled for future review. Records Retention is tabled for future review. Motioned by Lynn,with 2"d by Ed, to have staff be able to use their discretion of youth without cards using the 10 minute guest pass for computers. Helmet/equipment policy to be reviewed by attorney,then discussed for our decision at a later date. Meanwhile, helmets may be lent on honor policy,as life jackets are on the lake. New Business: The Library Board needs a new Trustee to replace Sean Gould, who will resign. Meg will advertise, according to requirements, 2 weeks in the Star News. Friends Liaison report: The Friends Tea is July 18. Meg will ask Amy to join her and comment on the new facility plans, and clarify a few questions.The Friends are working with their Challenge Grant for the new facility.They hope to have a speaker come to inform and advise them on different tax and finance matters. City Council Liaison report: N/A Future Goals: The Board looks forward to finding a vibrant new trustee who can work towards fundraising and plans of our new facility. Adjourned: 11:05 AM Next Meetings: • July 20, 9:00 AM • August 17, 9:00 AM • September 21, 9:00 AM Minutes prepared by L nn Lewinski, Secretary Respectfully submitted by Jacki Rubin, Chair �.--7- • • f July 14, 2017 ) Bessie Jo Wagner,City Clerk City of McCall 218 East Park Street McCall,ID 83638 Dear Ms.Wagner, I just realized I neglected to update my references in my resume submitted as an addendum to my letter of application for consideration to an appointment to serve as a McCall Library Board of Trustees member. The list needs to be amended as I have lost contact with some of them as they have retired,departed from the area,or are deceased. I have included the names of references for which I am fairly certain the contact information is correct. While I have not contacted them regarding my interest in the Board of Trustees position,please feel free to make contact. I can provide additional references if necessary. Kathryn Brown Telephone: (541)278-2667 Publisher/Owner E-mail: kbbrown @eastoregonian.com East Oregonian Pendleton,OR 97801 The Honorable David Nelson Telephone:(541)278-1369 State Senator (Retired) E-mail:snelson @oregontrail.net 1407 N.W. Horn Pendleton,OR 97801 Patricia Cutright Telephone: (509)963-1973 Director of Libraries E-mail: Patrica.Cutright @cwu.edu Central Washington University Ellensburg,WA 98926-7463 (Patricia is retiring this summer. Her contact information should be good for the next month or so.) Thank you. Sincerely, Terry Edvalson 616 3rd Street,Suite 201 McCall, ID 83638 E-mail:tedvalson @eoni.com Cell: (541)377-6355 Agenda --McCall Public Library Board of Trustees Meeting Joint meeting with Library Expansion Committee August 17, 2017 Legion Hall,'9:00 AM Call to order: 9:10 am Attendance: Meg ;lojek,:Lynn Lewinski, Bob Giles, Ed Hershberger, Jacki Rubin, Lola Elliot, Amy Rush, Beth Markley, Bessie Jo Wagner, Linda Stokes, Erin Greaves, Terry Edvalson, Heather Haynes, Larry Swan,Linda Burns, Bill Thomas, Karen Lannom,.Dean Martens. Amendments to Agenda: Ed moved, with Lynn 2nd, to amend the agenda to include new business for The Library Board to vote' on acceptance of a Progressive.CIk b grant awarded to the Library. Notification was yesterday, too late: to add prior to the meeting this morning. All voted; aye. Approval of Minutes: 7/20/2017 approved as presented. Director's Report: Warrant Register: Approved by Ed and Jacki. , Budget and`Stats:Many local businesses donated to make our Summer Reading Programs run. Ed approved July financials: Over $10,000 has been donated tothe library:June-August: Staff: Over 170 SummerReading.Program attendees! Shifts were needed: to accommodate all! Becky's retirement party went well. Diane Penny promoted to Clerk II' (Library Specialist), Diane's frontdesk position is open and a record amounf of applicants have shown interest: Interviews will be given next week. Meg is working with -Erin Greaves on the new city_website. We will have our own page and portals, which will be an efficient and professional' way to connect. The .Heartland Alternative School has asked to create a partnership with the Library, to ensure students have access and can become part of our facility. It is like a special use permit, as'a fee base is put!n place. Old Business Draft Report from Fundraising Coordinators, Beth and Amy reviewed ;the pre -campaign study with all, and answered questions and listened to our input and suggestions. There was a very strong, positive response from thisinformation gathering. Further discussion will continue as the document is developed. The future needs will.be more clearly defined at the next meeting. Lynnproposed, with Jacki 2nd, to approve the response letterin regards to theperforming: arts center. Policy Review for Disaster Plan tabled until September meeting. Library Board Applicant, Terry Edvalson joined us today to introduce himself. He is certainly a very interesting and accomplished individual. The Board will arrange to meet with our otherapplicant as well. New Business: Estate planning session 9/14 at 10:00 AM with hospital staff to be attended by Amy and Ed. Acceptance` of` donation for library' campaign tabled. New meeting schedule for Expansion Committee is set for September 6, 2017. The Progressive Club hasgraciously granted us $5,000 for library expansion.: Ed motions, with Lola 2nd, to accept this grant. It will be dispersed in two amounts, $4,000 this year, and $1,000 their next' fiscal year. Friends Liaison report: No current report. City Council Liaison report: Work session with Council to be held on January 26, 2018, 9:00 AM. Future Goals: . Edit Job Description for Board members by Nov. 2017, fill Board position, expand the Committee. Next Meetings: September 21, October 19, November 9, 9:00 AM:, , Addeda meeting for Board applicant Thursday, August 31, 2017, 9 am. Adjourned':.11:50 am Minutes prepared by Lynn Lewinski, Secretary Approved by Ed Hershberger, Trustee, 9-21-2017 McCall Public Library Board of Trustees Meeting July 20, 2017 Legion Hall, 9:00 AM Call to order: 9:07 am Attendance: Lynn Lewinski, Meg Lojek, Linda Stokes, Nate Cole, Jacki Rubin, Lola Elliot, Ed Hershberger, Amy Rush and Bob Giles. Amendments to Agenda: None Approval of Minutes: 6/8/2017 approved as presented. Director's Report: Warrant Register: Approved by Jacki 6/27; Ed on 7/8 Stats: Usage in all categories of the library continue to increase over last year. Budget: Nate reviewed the budget appropriations for the Capital Improvement Plan, answering questions and helping us understand the processes for the library FY18 budget. Staff: Update from Amy, as to the compiling of interview responses, and timeline for a complete report. While the majority of connections were with local full time patrons, it has proven difficult to get together with second home owners. August 17 will be scheduled as a joint meeting with the Expansion Committee and Library Board to discuss and review the report of Beth Markley and Amy Rush. Becky Hearne is retiring after an amazing 35 years with the Library! The longest service time of any employee! She will be recognized at Council July 27th, and a celebration party will be scheduled. Meg is working with HR to fill:the position as soon as possible. Old Business: Policy Review Records Retention: approved with edits, motioned by Jacki, 2nd by Lola; all in favor. Disaster Plan: needs collaborative work. Lola will follow up with research and get back to Meg. Library Board Position Opening — Meg has received 2 applications and expects 1-2 more. She requested the Board adopt a job description for those wanting to understand the position. A version was approved, with edits, and will be reviewed on or before Nov. 2017-- motioned by Lynn, with rd by Jacki. Further discussion at August. meeting will include review of letters of interest, and a recommendation of appointment by City Council. Feedback on Performing Arts Center in McCall- Some discussion, then tabled. New Business: Lynn is hoping to gather more data on how the Library supports the Community in different ways. This will be useful for upcoming questions, discussions and reviews for support with the new facility. Review of Amy Rush contract as Fundraising Coordinator was given great support for her work these last 3 months. Ed motioned, with Lynn 2nd, to accept the re -wording of her contract to read "up to $1300" monthly. This will be accounted for in the FY18 budget. Friends Liaison report: . . The annual tea was a lovely event. The Friends thoroughly enjoyed and appreciated the presence and talk given by Meg and Amy. The 4th of July Book sale made approx. $400.00. And the Friends are working on meeting their Challenge Grant for the new facility campaign. City Council Liaison report: Bob gave helpful comments throughout the meeting regarding FY18 budget approval process and the re -wording of Amy's contract. Future Goals: Fill a library Clerk II opening and a Library Board member position. Next Meetings: 9:00 AM on August 17th; September 21st (tentative); October 19th (tentative) Minutes epared by Lynn Lewinski, Secretary Respectfully submitted by Jacki Rubin, Chair - //• Minutes McCall Public Library Board of Trustees Special Meeting Thursday, August 31, 2017 Conference Room, 9:00 AM Call to order: 9:10 AM Attendance: Jacki Rubin, Lynn Lewinski, Lola Elliot, Ed Hershberger, Meg Lojek, John Milliner Amendments to Agenda: None. Old Business: Library Board of Trustees applicants- Interviewed and visited with John Milliner about his experience and desire to work on the Board. Further discussion included inviting other supporters to serve on our building and/or fundraising committees. Lola motioned, Ed 2nd, to recommend John Milliner to City Council for a 5-year term of service on the Board of Trustees. All in favor. New Business: Laura Moore Cunningham Grant acceptance- Jacki motioned, Lola 2"d, to accept the grant award of $50,000 to help us kick start the library expansion campaign. Discussion on the details included the intent to deposit into the LGIP account and amend the budget when we are ready to spend the monies. Adjourned: 10:00 AM Next Meetings: • September 21, 9:00 AM at Legion Hall (Jacki absent) • October 19, 9:00 AM at Legion Hall (Ed absent) • November 9th, 9:00 AM at Legion Hall (Jacki via phone) • December 14, 9:00 AM at Legion Hall • January 18, 9:00 AM at Legion Hall • January 26th Joint meeting with City Council, time TBA Minutes prepared by Lynn Lewinski, Secr ry. nd Meg Lojek, Director Respectfully submitted by Jacki Rubin, Chair Minutes -McCall Public Library Board of Trustees Meeting September 21, 2017 Legion Hall, 9:00 AM Call to order: 9:02 am Attendance: John Milliner, Bob Giles, Ed Hershberger, Lynn Lewinski, Lola Elliot, Meg Lojek, Amy Rush, and Beth Markley Amendments to Agenda: None Approval of Minutes: 8/17/2017 and 8/31/2017 approved as presented Director's Report: Warrant Register: Ed signed 9/9; handout signed 9/21. Budget and Stats: FY18 adopted with some discussion. The fiscal year last quarter deposit for the LGIP shows as $66,588.51; $50,000 of this being from the Laura Moore Cunningham grant, and another large sum from the Friends. Clarifying some details, the Board reviewed possibilities of re -investing these funds. Ed proposed, with Lynn 2nd, that the LGIP funds roll over in the existing account for 24 months. All vote aye. Staff: The new hire, Katrina Luiz, was our digital archivist. She has begun now as Library Associate. Kristin Eames has resigned; Meg will be seeking a replacement for her. Old Business: Adoption of Final Report from Fundraising Coordinators was motioned to be approved with contingency of a one page summary to be added as an overview of the entire study, to be written by Beth Markley, motioned by Lola, with a 2nd by John; all vote aye. • Feedback, Q&A and review of the report showed that there is strong positive feeling of support from all for our facility project, and the Library and staff. • Direction forward -work on strategic plan for fundraising will continue with the Friends, finding a custodial 501c(3), more planning with the City, and strengthening our steering committee will be 3 of the steps taken. • Markley LLC will continue to provide training for Steering Committee and strengthen our presentations in the months of October and November this year. Policy Review— Disaster Plan approved w/edits, motioned by Lynn, 2nd by Lola; all vote aye. Report from estate planning session held by the McCall Memorial Hospital and attended by Ed and Amy was given by Jason McGill. We will send our thanks for being included and glad to get such super information. Summary: 1. People have more wealth than they think they do; 2. Tax law provides avenues that benefit 501C(3) and benefit the donor; 3. Need for a 501C(3) or State community foundation so donors can give without penalty; 4. Know your donors,,communicate, confirm, and thank. New Business: Job Description for Board members -Ed motioned to approve with edits, 2nd by Lynn; all vote aye. Friends Liaison report: The Friends have met their challenge grant! Super book sales, great support with all the needed work of storage and organizing, lots of questions still concerning how the new facility will proceed. October will bring a national appreciation day for Friends of Libraries groups. City Council Liaison report: Work session requested with Bob and we appreciate his input. Adjourned: 11:15 am Next Meetings: October 18th at 10:30 am, November 9th at 9 am, and December 14th at 9 am Minutes prepared by by n Lewinski, Secretary Respectfully submitted by Jacki Rubin, Chair Minutes --McCall Public Library Board of Trustees Meeting October 18, 2017 Library Conference Room, 10:30 AM Call to order: 10:35 am Attendance: Lynn Lewinski, Lola Elliot, Meg Lojek, John Milliner, Jacki Rubin, and Amy Rush. Amendments to Agenda: Due to a last minute request from a patron, the Board is asked to discuss policy on open meeting rooms. Approval of Minutes: 9/21/2017 Approved as presented. Director's Report: Warrant Register: Approved by Jacki 10/12 and 10/18. Budget and Stats: The end of the year budget figures are being compiled. State and Council reports to follow. The actual LGIP deposit for last quarter was $66,971.30. Staff: Introduction of new front desk staff Katrina Luiz, and Karla Miller. Looking forward to having them on the team. Kristin Eames resigned 10/11 for personal pursuits. Amy Rush presented a summary of our Campaign Study Plan. The 3 main points to be worked out are a 501C account for donations, a more secure City commitment, and expand the working task force group. Beth and Amy continue to meet with prospective task force members (Ambassadors) and donors. A request was made by the Board to the Consultants to provide a condensed one -page summary. Old Business:. Policy Review • Emergency Transition and Succession Plan: motioned by John, 2nd by Lynn, to be approved with the addition of annual review rather than every 5 years. • Friends of Library Policy: There is none on redord currently. Lola agreed to research this and will present an option at our November meeting. • Library History statement: Motioned by Lola, with 2nd by Lynn to approve as presented. We hope to add more at our next review. • Policy Revision Plan: motioned to be approved as presented by Lola, with 2nd by Lynn. • Gift Acceptance Policy: Board already approved in May, but Meg will ask for review by consultants and return this item to the November agenda. • Meeting Room Policy: John motioned, with Lola 2nd, to add that the Library Director has discretion to make decisions on interpretation of this written policy. Should that be contested, a written request for review may be sent to the Library Board for review at their next regularly scheduled meeting. All members voted aye to these policy decisions. New Business: Election of officers: Motioned by Lola, with 2nd by Jacki that we continue in our roles as standing. All voted, aye. Jacki Rubin, Chair; Ed Hershberger, Vice Chair; Lynn Lewinski, Secretary; Lola Elliot, Friends Liaison. Possible Campaign training dates will be announced for the beginning of December, or when a critical mass has been reached for the working task force group. Meg proposed that a Teen library card be made available for 16 year olds, with a maximum 2 items allowed per card, and no sending to collections. We will review the written policy at our next meeting. Friends Liaison report: The Friends met the $10,000 Challenge Grant! And the Library staff is hosting a day of appreciation to celebrate all they do today, at 1 pm. City Council Liaison report: NA Next Meetings: November 9, 9:00 AM, December 14, 9 AM in Legion Hall Minutes prepared by Lynn Lewinski, Secretary Respectfully submitted by Ed Hershberger, Vice Chair Minutes --McCall Public Library Board of Trustees Meeting November 9, 2017 Legion Hall, 9:00 AM Call to order: 9 am Attendance: Lola Elliot, Ed Hershberger, Lynn Lewinski, John Milliner, Meg Lojek, Jack Rubin via phone. Amendments to Agenda: None. Approval of Minutes: 10/18/2017 with the addition of an edit, approved as presented. Director's Report: Warrant Register: approved by Ed, 11/7. Budget and Stats: reviewed and approved. Staff: Lida will resign her library position to pursue personal interests. We hope to retain her as our substitute employee. Vacancy was posted, and Heidi Strohmeyer was hired. For the 1st time ever a tele-conference was held at the library! That went well and it is exciting to have yet another asset for our patrons and the community. • Old Business Amy Rush Contract review: discussion, salary vs hourly. A motion was made by Jacki, with 2nd from John, to continue as is and re -visit the issue in 3 months. Ed opposed, the rest ayes. Policy Review: Volunteers/Friends of Library Policy: The Board likes what has been drafted, but needs clarification on the monies language. Tabled for further review. This was a motion made by Lynn, with Ed 2nd and all in favor. Lola and Meg will follow up at a future meeting. Gift Acceptance Policy Amendment: motioned for approval by Lola, 2nd by Ed, all in favor. Teen library card policy: discussion about how to achieve open access for all, but specifically this age group. Ed motioned to adapt this as presented, with option B, rd by Lynn. John opposed, the rest ayes. The idea of connecting with MDHS to set up something like we did with the Alternative school is something the Board would like to look into for the 2018-2019 academic year. Collection Development Policy: with an edit to the special collection storage, was motioned to be approved by Ed, with 2nd by Lola. All vote aye. Challenged Materials Policy: motioned to be approved by John, 2nd by Ed. All vote aye. Possible Campaign training dates will be determined for some time in January. A social event will be held to connect with Ambassadors on Nov. 30th. There is still a need for Board members to engage more individuals for this group. Beth will visit 2 more times in October, per her contract. A single paged, condensed overview of the consultant report is being prepared at the Board's request. Lynn states that writing thank you notes to those interviewed is very important. She will attend to this project. New Business: Name clarification for our support group is, The Library Expansion Committee. Impact Zone Liaison concept is tabled for thought. Friends Liaison report: The Friends have held a meeting to discuss options for supporting the library expansion campaign. There is a need to strengthen their membership and participants. The Board is so appreciative of all The Friends do to support our Library. The Staff did such a lovely job with the Tea given last month. City Council Liaison report: N/A Adjourn: 11:55 am Next Meetings: December 1, 9:00 AM, Legion Hall: work session with Council and Committee December 14, 9:00 AM Regular Board meeting @ Legion Hall January 18, 9:00 AM Legion Hall January 29, 9:00 AM Legion Hall Work Session—ICRIMP, City Council: Idaho Library Laws Minutes prLewins. , Secretary Respectfully submitted by Jacki Rubin, Chair Minutes --McCall Public Library Board of Trustees Meeting December 14, 2017 Legion Hall, 9:00 AM Call to order: 9:05 am Attendance: Ed Hershberger, Bob Giles, John Milliner, Lola Elliot, Meg Lojek, Lynn Lewinski, Amy Rush. Amendments to Agenda: None. Approval of Minutes: 11/9/2017 approved as presented. Director's Report: Warrant Register: Approved by Jacki 12/11 and Ed 12/14. Budget and Stats: Fine. Staff: All well, training new staff, ready for holiday season, starting annual performance reviews. Old Business: 12/1/17 Council Work Session was reviewed for John, who was not able to attend. Markley Contract: Ed motioned, with Lynn 2"d, to accept the contract modification as stated in Beth Markley's email, that is, $2000.00 + expenses for January and hourly with incidentals for December. All aye. Policy Review — Volunteers/Friends of Library Policy Draft tabled. New Business: Planning for Work Session 1/26/17: The Board submitted some questions ahead of the work session and Meg will pass them on to ICRIMP and BessieJo. Board members will also bring questions to the meeting. Investment•account for library donor acceptance policy draft was motioned by Lynn to be accepted, with reviews to be given next meeting if needed, with a 2"d by Lola. All aye. Ed motions that the Board sets up. an Edward Jones account to accept donations to the City of McCall for the libraryy expansion project, with dual signatures from the Chair, Vice -Chair, and City Treasurer. Lola 2nds. All aye. MCIC Member Acceptance: Discussion generally positive for this move. Lynn motions to have a more detailed draft agreement to be presented at next month's meeting, with Lola 2"d. All aye. Acceptance of property donation was tabled. Friends Liaison report: The Friends new president is Nancy Randolf. The organization sees itself able to expand and remain rigorous for the future. City Council Liaison report: After the Council work session with the Library, City staff is proceeding with gathering ideas for how to fund the library expansion. The Library Board is happy for this continued partnership. Adjournment: 11:20 am Respectfully submitted by Jacki Rubin, Chair Minutes prepared by Lynnki, Secretary