Minutes, May 12, 2020


Tuesday, May 12, 2020 at 6:00pm

Poynette Area Public Library



Call to Order and Roll Call – The meeting was called to order at 6:04 P.M. by President Jason Koopmans.  Due to the “Safer At Home” restrictions, Board Members Koopmans, Mutchler, Ross, Visger, and Shappell were attending virtually via WebEx.  Attending the meeting in person were Board Members Mueller and Stone. Absent was Zembrycki.  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 April 14, 2020 Meeting –Motion to approve the Minutes from April 14, 2020 Meeting by Shappell, seconded by Ross: Motion Carried


Treasurer’s Report – The Hometown Bank Account has a balance of $4,595.80 (as of April 30, 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 – As attached and reviewed by Director Bailey. Director Bailey received two very different bids to repair the carpet squares in the Children’s area.  There were 65 pick-up appointments in the 6 days since curbside service has been back in place.  Katy is working on Beanstack (digital Summer Reading Program) and Eva is helping with curbside service 3 days per week.  There is no SCLS Delivery service yet.  DPI is encouraging local libraries to make their own re-opening decisions based on their Board, staff and comfort level.  There will be an increase in Overdrive fees in 2020 because of increased patron usage due to the closure of libraries.  There will likely be a 5% increase which Director Bailey feels is appropriate.


Trustee Training for May: Dr. Shappell – “Building the Future by Building Your Staff” focused on technology, teaching your staff programming skills and how to use the hardware.  The goal: what can libraries do that’s more “human” than what technology can do?  In other words, technology shouldn’t replace human interaction.


Village Meeting Update – Mueller followed up with Village on changing out the Library’s lighting.  He learned from the Village that lighting updates will have to come out of Library’s budget.  With the light fixtures in place now, estimated cost of $10/bulb, it would cost $1,500 for the main room.  Offsetting that cost is the fact that switching to LED fixtures could possibly reduce the Library’s electric bill by 50%.  There were no further details that Mueller could share with the Board at this time.


Friends of the Library meeting scheduled for May 5th– cancelled (voting conducted via email).  The Friends pre-paid $400 for the Summer Reading performer, but ZooZort is now doing a virtual program at a reduced cost of $200.  Bailey spoke with the Friends’ President and they voted to let the Program Coordinator spend the remaining $200 on prizes and gift baskets for the Summer Reading Program.  The Friends also voted to pay the cost of sponsoring an outdoor planter near the front entrance to the Library.




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

Discuss/consider updating Emergency Closure Policy to include Appendix A (remote work) – The library will limit time on patron computers to 30 minutes and limit the number of patrons in the building during open hours.  Board asked what curbside services were being used?  People are grateful for the ability to get books, send faxes, have copies made, etc.  Many patrons aren’t interested in digital services (i.e., Overdrive).  Curbside has been a very positive experience for our patrons and staff.  President Koopmans asked about opening for computer services, concerned that people might ask for more time.  The library plans to start with patrons scheduling 30-minute appointments and then Director Bailey will re-evaluate.  Shappell asked about masks.  Director Bailey stated they’ve been ordered but haven’t been received.  Other libraries may ask patrons to wear their own masks (but it cannot be required).  Director Bailey will review Columbia County Health recommendations.  Shappell stated the School District ran into some rules regarding that issue.  Curbside service has been time-consuming for staff and it was suggested that maybe we shouldn’t encourage computer services yet (due to increased time for staff cleaning). Koopmans suggested that as more details become available we can add to Appendix A, instead of waiting for it to be perfect.  Shappell agreed, stating that as these are uncharted waters, we should keep Appendix A as a rolling document.  Ross stated that this is so unusual, we are all just kind of waiting to see what comes next.  We should use common sense and don’t open too early as things change every week. Visger piggybacked on that by recommending we keep Appendix A as a living document.  That gives us flexibility to add or change it at future meetings. Motion was made by Koopmans to include Appendix A as part of our Emergency Closure Policy, which gives staff the tools they need to address an emergency, Shappell seconded; Motion Carried.

Board members for Mutchler and Stone – David Tessmer has accepted the open Trustee position and will attend the June Board meeting.  The search continues for a replacement for Stone (Columbia County Appointee). 

Mueller lighting proposal – Mueller asked how often we replace bulbs?  Director Bailey is unsure but feels infrequently.  She will check with Scott Gorman since the Village Maintenance staff replaces them.  Mueller said we could just change to LED light bulbs but then we run the risk of the old ballasts failing. It would also be more difficult to see any payback.  There are too many lights in the office.  Mueller suggested we replace lights by room or by “zone”.  Lighting is 2.5% of the budget.  The possibility of applying for grants was raised if there are any available.  Director Bailey will look into it.

Discuss/consider cost analysis compiled by Director Bailey for Library’s maintenance and cleaning supplies – Director Bailey has researched several maintenance supply vendors.  Complete Office is reliable with free delivery and we receive a discount because the Library is part of the Village’s established contract.  A good part of the 2020 maintenance supplies budget has already been spent, and it will increase because of the required extra cleaning and PPE for staff.  Koopmans asked Director Bailey if there was any hesitancy; there was none.  Staff recommended Complete Office to Director Bailey since they’re a vendor we’ve worked with for several years.  Koopmans made the motion to take the Director’s recommendation and contract with Complete Office to be the Library’s primary maintenance supplies vendor.  Seconded by Ross; Motion Carried.

Discuss/consider two bids received for repair of carpet adhesive under carpet tiles in the Children’s area. – Creative Flooring has done some work at a staff member’s home and she stated that they are prompt, asked a lot of questions and were thorough.  In order to get the work done while the library is closed, Director Bailey recommended we go with Jackson.  Director Bailey will speak with Jackson and define the contract more clearly.  There was a concern about adhesive fumes, but Director Bailey would address that with staff, if needed. It was noted that there are 2 ½ boxes of extra carpet tiles upstairs for Jackson to use.  Shappell made the motion to approve Jackson Flooring’s bid to complete the carpet repair work, Not To Exceed $1,700.  Seconded by Visger, Motion Carried.

Director – discuss potential date to re-open the library building to the public.  The Library won’t be able to re-open before the next Board meeting since none of the cleaning supplies ordered have been received, so item was tabled.

Send recommendation of new Board member(s) to the County - Mutchler’s replacement has been established, but we do not yet have a Columbia County Appointee to replace Stone.  Director Bailey asked if she needed to notify the County?  No, but she does need to notify the Village Administrator.

Discuss Agenda items for next meeting on Tuesday, June 9, 2020 – Items 1, 2, 3, 4, (if information is available), 7, and 8 and any other issue that may arise.


Adjournment at   7:25 PM