Minutes, October 13, 2020

POYNETTE AREA PUBLIC LIBRARY BOARD MEETING

Tuesday, October 13, 2020 at 6:00pm

Poynette Area Public Library

Agenda:

Call to Order and Roll Call – The meeting was called to order at 6:09 P.M. by President Jason Koopmans. Attending the meeting were Board Members Steve Mueller, Jason Koopmans, David Tessmer, Linda Ross, Darcy Miller, and Ashley Zembrycki – with Board Member Matt Shappell attending virtually. Library Director Jodi Bailey was also present. Board Member Meghan Visger was unable to attend.

Certification of Proper Notice – Yes.

Guests are Welcome to Attend – No Guests in attendance.

Public Comments – No comments.

Adoption of Agenda – A motion to adopt the agenda was made by Ross, seconded by Mueller; Motion carried.

Approval of Minutes from September 8, 2020 Meeting – A motion to adopt the September meeting minutes made by Ross, seconded by Tessmer; Motion carried.

Trustee Training – No Trustee Training for October.

Treasurer’s Report Presented by L. Ross – The Library checking account at Hometown Bank has a balance of $4,538.15 and the SCLS Foundation account has a balance of $1,728.41, as of September 30, 2020.

Current Budget Review – Director Bailey presented the budget. Bailey noted an adjustment to process with emphasis on separately tracking/itemizing patron monetary donations. PAPL has seen an increase in patron generosity, with specific requests regarding allocation of said funds. Donations will now be itemized to a specific fund, rather than the catch-all of the Book Fund within PAPL’s budget, to ensure proper tracking and allocation. Koopmans commented that budget and expenditures appeared on track. 

Director’s Report – The Library will receive funds from DPI Cares Act grant and the Village’s Routes to Recovery grant to allocate toward purchase of self-check machine, and have received parts for the machine. Director Bailey is working with local business Belco to create an overhanging “self-check” sign to assist patrons. Curbside count is down for the month (26), but appreciated by patrons utilizing that service. Overdrive count is at a record high. Ancestry.com usage is higher, due to a Poynette Middle School assignment. Librarian Katy’s recent Fall programs have been well-received. Three generous memorial donations were received in September. Friends of the Library donated to the Early Readers collection. Alliant Energy bill reflects $0 because of date paid; amount will show on next month’s bill instead.   

Village Meeting held September 28th, - Update from S. Mueller – The Village has decided to leave Halloween festivities/participation up to resident’s individual discretion. Land purchase made on C.S. The Village also continues work on their 2021 budget. Director Bailey, also in attendance, reports that Village Board did not raise any questions/comments regarding Library’s 2021 Budget proposed at the meeting. Board Member Tessmer expanded on a previous discussion, adding, Poynette’s local Garden Assoc. is willing to help out with the Library’s outdoor area update, by way of planting and support, but may have limited resources available to assist with regular upkeep, such as watering. (See Business Agenda Item No. 3).

Friends of the Library October 6th Meeting – Director Bailey and Board Member Zembrycki attended the meeting. The Friends continue planning for a Virtual Author visit (social-distancing friendly alternative to in-person events), for the Annual Friends Meeting to be held in Spring, 2021. Friends will be contributing to a shelving update for Library’s currently DVD shelving. Friends have also declared the upcoming 15th of December as “Eva Day,” a celebration in appreciation of the impressive and irreplaceable contributions retiring Librarian Eva has made to PAPL (with social-distancing in mind).

Closed Session (Discussion and/or Possible Action) – Roll Call; President Koopmans made a motion at 6:33 P.M. for the Board to convene into Closed Session in accordance with Wis. Stats. 19.85(1)(c), Miller seconded; Motion carried. Following discussion, Miller made a motion to return to Open Session at 6:54 P.M., seconded by Mueller; Motion carried.

Business:

Discuss/Approval of vouchers for Library – A motion to approve the September vouchers was made by Mueller, seconded by Tessmer; Motion carried.

 

Discuss approval of 2021 Budget – Budget Committee member Koopmans noted the creativity required for 2021 Budget, due to recent pandemic. PAPL will receive less funding from Columbia County compared to recent years, but Committee accounts for this in projected funding requests of the Village. Fines have lessened, but Donations have increased. Circulation up, due to other area libraries’ COVID-related closures. Following Preliminary Budget review, Ross made a motion to submit the Preliminary Budget for approval by the Poynette Village Board as written, seconded by Zembrycki; Motion carried.

 

Discuss/Consider updating outdoor area (not to exceed $11,230 remaining after office remodel) – Director Bailey noted furniture ordered for the outdoor area will be paid for under the Village’s Routes to Recovery grant, due to its ability to be cleaned/wiped down efficiently, as a matter of public health. The Library’s contingency fund has $11,230 remaining, after plans for an office remodel were scaled down by staff. Director Bailey would like to allocate these funds toward the improvement of Library’s back lot. Bailey prefers current parking spaces remain untouched, to avoid damage to ADA ramp’s concrete at back door entrance. The lot needs to be graded and repaved to ensure proper water drainage. No final bid has been accepted at the time of meeting. Ross made a motion in support of Director Bailey securing necessary services for grading/paving to back lot, not to exceed $5,000, seconded by Koopmans; Motion carried.

 

Discuss possible change in Library hours of operation & additional staff training hours (Nov.) – Director Bailey shared plans for coverage of circulation desk by current staff, following Librarian Eva’s retirement. Bailey also reported many area library closures, due to COVID; some libraries have returned to offering curbside services only. Director Bailey proposed the Library adjust daily hours to reflect the following: Open Mon-Fri 9:30am-6:30pm, Closed Sat & Sun. The current staff will be working additional hours with retiring Librarian Eva for training. Miller made a motion to adopt Director Bailey’s proposed change of daily hours, and additional training hours for staff as presented, seconded by Mueller; Motion carried.

 

Discuss agenda items for next meeting Nov. 10th – Business Agenda items 1 and 3 carried over, with the addition of “Eva Day,” as well as any items that may arise in the meantime.

 

Adjournment – Meeting adjourned at 7:35 P.M.

Respectively submitted by Ashley Zembrycki.