Minutes, March 10, 2020


Tuesday, March 10, 2020 at 6:00pm

Poynette Area Public Library



Call to Order and Roll Call – The meeting was called to order at 6:00 P.M. by President Jason Koopmans.  Attending the meeting were Board Members Jason Koopmans, Jeanne Mutchler, Caryn Stone, Linda Ross, Meghan Visger and Steve Mueller. Ashley Zembrycki arrived at 6:05 PM.  Absent was Matt Shappell.  Library Director Jodi Bailey was present. 


Certification of Proper Notice – Yes


Introduction of guest(s) – None


Public Comments – Stone reported on her visit to Lindsey Ganz at the Columbus Public Library. She also resigned from her position as Secretary/Treasurer.  Ross volunteered to step in as Treasurer; the Board gratefully accepted her offer.


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


Approval of Minutes from February 11, 2020 – Motion to approve the minutes from the February meeting by Ross, seconded by Mutchler. Motion Carried


Trustee Training – None this month.


Treasurer’s Report – The Hometown Bank Account has a balance (as of February 29, 2020) of $4,365.17 and the SCLS Foundation balance (as of Jan. 31, 2020) is $1,755.17.  


Current Budget Review –Director Bailey reported that a donation was received from The Town of Arlington and that Dane County made the Adjacent County Payment.  There were no questions or comments.


Director’s Report – As attached and reviewed by Ms. Bailey.  The cost of Newspapers difference was that the Wall Street Journal was gifted last year but not this year so that line item has increased in the Budget. Bailey made a correction in that the Visa bill should be $307.97.  The Amazon bill runs a month behind so it is difficult to rectify.  The correct Amazon amount is $799.16.  Bailey got bids for the new patron seating area.  The adjusted SCLS quote is $3,727 and the staff is happy with the amount and the service received.  The furniture received in the past is top of the line and was repaired quickly when the feet were damaged.  There was discussion regarding extra hours worked as two employees acted as Interim Co-Directors to cover the Director’s position until hiring was completed.  Director Bailey is recommending a bonus for each.  There are some great upcoming programs.  There was more discussion regarding outdoor lighting in the back of the Library.  All agreed that was a good idea.  Mueller suggested replacing all lights in the Library with LED lights so the actual cost can be determined and the information relayed to the Village as they consider a similar move.  Library Staff is still adjusting to Bibliovation.


Updates on Village Meeting held February, 2020 – Nothing to report. 


Friends of the Library Report – The Friends continue to be very generous and supportive of the library. They’ve given donations of more books (fiction, non-fiction and audio), games and office equipment (label maker and laminator).




Discuss/Approval of vouchers for Library – Total of bills is $11,271.66 .  Motion to approve the vouchers (including the Visa bill and Amazon correction to $799.16) by Mutchler; seconded by Koopmans: Motion Carried.

Update: Strategic Plan Committee meeting held on March 10, 2020 – Mutchler reported that the committee feels they are on track for a 2021 roll out.

Policy review – Tabled for April

Authorize SCLS to notify Counties regarding Adjacent County reimbursement payments. – Koopmans signed the form allowing SCLS to provide this service for us.

Recruit new Board members for those stepping down. – Eva spoke with a patron who agreed to join the Library Board as Mutchler’s term is up in June.  Jodi will invite the new potential Board Member to attend the June meeting as a visitor.  Also, Caryn will be transitioning the Treasurer duties to Linda Ross.  Linda, Jodi and Caryn will meet at the Hometown Bank in March to update the signature card for the Library Board’s checking account.

Discuss/consider carry-over funds to be used for an additional patron seating area - Good prices were received for the new seating to coordinate with the existing and the pieces are heavy duty.  The cost is well under $5,000 and the staff preference is to go with the SCLS bid.  Motion made by Mutchler to accept Jodi’s recommendation for youth seating area and to move forward, Mueller seconded.  Motion carried. 

Discuss/consider a portion of salary carry-over to be used as bonus pay for two staff members who volunteered as Interim Co-Directors from Oct.-Dec. 2019.  The staff were paid at their normal hourly rates for the additional hours but were not paid at former Director Ganz’s level.  Bailey noted that many Director tasks were absorbed into their regularly scheduled hours and the additional hours didn’t cause any problems.  Koopmans made a motion to approve the bonus for both employees, Zembrycki seconded, Motion carried.

Discuss Agenda items for next meeting on Tuesday, April 14, 2020 – 1, 3, 5, 8, issue of LED lighting, Ross is scheduled for Trustee training.


Adjournment at 6:51PM


Respectfully Submitted by Caryn Stone