Minutes, April 14, 2020

POYNETTE AREA PUBLIC LIBRARY BOARD MEETING MINUTES

Tuesday, April 14, 2020 at 6:00pm

Poynette Area Public Library

Agenda:

 

Call to Order and Roll Call – The meeting was called to order at 6:10 P.M. by President Jason Koopmans.  Due to the “Safer At Home” restrictions, Board Members Koopmans, Mutchler, Visger, Shappell and Zembrycki were attending via Zoom:  Attending the meeting in person were Board Members Caryn Stone and Linda Ross. Absent was Steve Mueller.  Library Director Jodi Bailey was present. 

 

Certification of Proper Notice –Yes

 

Guests are Welcome to Attend (please contact the library for more information) – None

 

Public Comments – None

 

Adoption of Agenda – Motion to adopt the agenda by Ross, seconded by Mutchler: Motion Carried.

 

Approval of Minutes from March 10, 2020 Meeting –

Approval of Minutes from Emergency Closure Meeting held March 16, 2020 - Motion to approve the Minutes from March 10, 2020 Meeting and the Minutes from Emergency Closure Meeting held March 16, 2020 made by Mutchler, seconded by Zembrycki: Motion Carried

 

Treasurer’s Report – The Hometown Bank Account has a balance of $4,595.80 (as of March 31, 2020) and the SCLS Foundation balance (as of March 31, 2020) is $1,465.16.   

 

Current Budget Review –Director Bailey presented the budget; there were no questions or comments.

 

Director’s Report – reviewed by Director Bailey. The digital library collection was expanded by SCLS.  She deposited the petty cash into the Library’s bank account due to the library being closed.  Zoozort is being postponed; Ms. Bailey deposited the Friends donation until the Safer at Home restriction has been lifted and new Summer Reading performer plans are made.

 

Trustee Training for April – Linda Ross was unable to access the materials so there was no training discussed at this meeting.

 

Updates on Village Meeting Scheduled for March 23, 2020 – The Village Meeting was cancelled. 

 

Updates on Friends of the Library Annual Meeting Scheduled for April 7th – The Friends Meeting was cancelled.

 

Business:

 

Discuss/Approval of vouchers for Library – Motion to approve the vouchers as presented by Ross; seconded by Shappell: Motion Carried.

Discuss/consider updating Emergency Closure Policy - Policy was discussed and it was decided that Director Bailey would get some suggested language regarding staff working remotely.  Item tabled until the next meeting.

Recruit new Board members for those stepping down in 2020 (Mutchler & Stone) - Director Bailey has asked Dave Tessmer to join the Board as Mutchler will be stepping down.  He has agreed and will be invited to the June meeting.

Discuss/consider proposal by Mueller to replace current Library lighting with LED bulbs – Item tabled since Mueller was not present.

Discuss/consider a portion of carry-over funds to be used for completion of office storage, equipment replacement and supplies (vacuum, garbage cans, etc.) - Director Bailey went over the equipment and supplies being considered and reported that she has talked to the staff and they are supportive.  Shappell made the motion to authorize the purchases Not To Exceed $750, seconded by Mutchler; Motion Carried

Discuss/consider cost analysis compiled by Director Bailey proposing a new vendor for Library’s maintenance supplies - Director Bailey has been unable to speak with our Sales Rep. at Rhyme in the previous month.  She has had difficulty with Cintas regarding the services provided and accuracy of invoiced costs.  She feels the Library could get a better value elsewhere and staff is willing to continue maintenance tasks, as needed.  She has also been working with Shining Bright on two issues: 1) we have a contractual obligation to pay them, even though the Library building is closed; can we get a credit towards extra cleaning when the Library re-opens and 2) the quality of the cleaning needs improvement (extra sterilization due to Covid-19 needed).  Zembrycki volunteered to help work with the Shining Bright owner.  Shappell warned of “double-dipping”, if the Library withholds pay for services not provided because of forces outside of the vendor’s control.  He identified it as “frustration of purpose”.  It raises the question of whether the Library is obligated to pay for services not rendered.  It was recommended that the Library seek legal advice through the Village.  President Koopmans asked for a breakdown in the cost difference between Cintas/Rhyme.  Director Bailey will provide a side-by-side comparison (if Rhyme contact replies with information); tabled until May meeting.

Discuss/consider a bid received from Jackson Flooring for repair of carpet adhesive under carpet tiles in the children’s area (installed by another vendor in 2014) - Director Bailey asked for a recommendation on which fund to use for the carpet repair (Building Maintenance).  It would be timely to do the work while the Library is closed, easier on the vendor and there would be no tripping hazard to patrons.  The original vendor used the wrong adhesive, so the entire children’s room, conference room & ramp need to be redone.  Most of the cost is related to labor.  Stone made a motion that Director Bailey get a 2nd bid and award the contract to the lowest reasonable bid in an effort to get the work done while the Library is closed. Koopmans seconded.  Motion Carried. 

Director – National Library Week: Katy created a virtual bingo game to post on the Library’s website & FaceBook page next week.  The idea of a re-opening celebration was also discussed.

Director – Volunteer appreciation luncheon will be postponed until further notice. 

Discuss Agenda items for next meeting on Tuesday, May 12, 2020 – 1, 2, 3, 4, 6, and other items as needed.

 

Adjournment at 7:23 PM