Community Library Network Board of Trustees Regular Meeting Minutes Monday, June 18, 2018 Spirit Lake Library. We Empower Discovery

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1 Community Library Network Board of Trustees Regular Meeting Minutes Monday, June 18, 2018 Spirit Lake Library We Empower Discovery Trustees present: Katie Blank, Bob Fish, Regina McCrea, Michele Veale; Judy Meyer arrived at 2:05. Staff present: John Hartung, Anne Abrams, Rebecca Melton, Janelle Sells, Carol Ferguson Call to order: The meeting was called to order at 2:00 p.m. by Katie Blank, Chair Roll call: Katie Blank, Bob Fish, Regina McCrea, Judy Meyer, Michele Veale Public comment: Spirit Lake annual report: Carol Ferguson The Board of Trustees introduced themselves to Carol and she welcomed the board to the Spirit Lake Library. Carol showed pictures of her staff which include Morgan Kertson, Youth Service Specialist, and Katie Alapai, Lesia Stolley, Jacob Tarnowski and Jackie Hughes who all serve the public as Circulation Specialists. Jacob, with help from others, is responsible for adult programming offerings. This year, adult programming numbers have nearly doubled, with steampunk jewelry, fairy houses and gardening programs most popular. Attendance at SL teen programs has increased, also. The programs that teach life skills (Adulting 101) have featured local bank employees and an auto mechanic and the teens love any program where they get to make or eat food! Other highlights include: A program coordinated between the library and the elementary school to host a STEAM night attracted 300 people The Christmas parade was so successful it went around the block twice! The Library introduced the new catalog interface, Discovery, with questions about Idaho on Idaho Day Spirit Lake is growing. The city passed a bond to increase capacity of the wastewater treatment plant in order to allow more building Video cameras have helped the library monitor the growing population and bike thefts The Board praised the activities at the Spirit Lake Library and thanked Carol for her good work. 1

2 Amendments to the agenda: Blank asked to have action items moved to the top of agenda. The Board approved adding a discussion of the annual meeting with the election of board officers to the agenda. This is a legal requirement that was inadvertently left off the agenda. Board discussed and approved the following slate of officers for next year: Chair- Katie Blank Vice chair Michele Veale Clerk- Regina McCrea Consent agenda: action item Minutes of the regular meeting of May 16, 2018 Minutes of the special meeting of May 24, 2018 Community Library Reports May 2018 Youth Services Reports May 2018 Cooperative Information Network May minutes Cooperative Information Network May financial statements The Board accepted the consent agenda as presented. Community Library May financial statements: action item The Board questioned the percentage for medical benefits that is smaller than the salary percentage. Staff explained that medical premium increases were lower than anticipated and budgeted, leading to the smaller amount expended year to date. The utilities lines, as a group, are also lower than the amounts budgeted. Staff attributes this to new, more efficient LED lighting and improvements to heating and cooling systems. The Board accepted financial statements as presented. Anderson Bros. CPA letter of engagement: action item The Board considered the proposal to engage Anderson Bros. CPA to conduct the District s annual audit. Staff have been very pleased with their work on previous audits and recommend accepting the proposal. The Board accepted the letter of engagement, dated June 13, 2018, for the FY18 audit, not to exceed $14,575. Facilities report and discussion: Peak Fitness request for easement: action item The Director reported on his latest conversation with Gary Retter of Peak Fitness who is soliciting support for a proposal by Peak to establish a one-way exit though the Hayden 2

3 Library west swale. The Director indicated that he was not in favor of the latest proposal as presented and the City of Hayden does not seem to have made a decision. The Board asked what impact this would have for library members. Staff believe there is no benefit for the District because the proposal would: adversely affect member safety impact parking increase traffic flow reduce the size of the swale affect drainage The plan does not enhance our ability to offer good service to our public. From a risk management perspective, there are safety issues that would not be good for the District. In addition, the Board does not want to lose any of the trees on library property, and believes that this proposal would encourage additional traffic that would impact the library s ability to accommodate members safe walking and parking needs. The decision made by the Board is based solely on concerns for member safety, does not indicate a reluctance to cooperate with Peak, and is not dependent on what the City of Hayden might decide. The following statement was approved: The Community Library Board of trustees met on June 18, 2018 to review the site plan and proposal from Peak Fitness dated 5/31/18. In response to the Peak request for an easement through the Hayden Library s parking lot, the Board expressed concerns about additional traffic, safety issues and decreased swale size all of which place an undue burden on our members. For these reasons the Board is unable to approve this request. The Board moved to direct the attorney for the District to draft a letter to Peak stating this decision and the reasons. The Board is open to working with Peak during the construction project. Peak should be made aware that trees on the library side should not be impacted, equipment should not be parked in the library parking lot and the parking lot should not be damaged as a result of construction. Sound system for board meetings update: Staff is investigating the purchase of a PA system that will be used exclusively for board meetings and is easy to set up. Preliminary cost estimate is about $3800. The Board directed staff to purchase a new system when funds are available. Circulation statistics: May 2018 The Board and staff discussed a slight downward turn in total circulation. Director s report: Update on Strategic Questions goals (new goals) The Board expressed approval for the progress with digitalization of some older editions ( ) of the Coeur d Alene Press. It has taken many years to get this far. 3

4 Budget discussion: Staff distributed new budget worksheets for the board to review in preparation for the special meeting on June 28, at Post Falls from 2:00-4:00 p.m. The Board took a break at 3:35 The Board reconvened at 3:55 Tour of the Spirit Lake Library Carol guided the Board around the library and explained what is new. Board responsibilities as listed in Idaho Code for District Libraries The Board reviewed the powers and duties of the Board of Trustees as outlined in Idaho Code. The most current bylaws for the District board are dated 11/19/15. The Director will send the bylaws out to all board members for review. Board members are encouraged to note any issues or concerns that come up during the review of bylaws and responsibilities so that they can be included on a future agenda. Board asked about the term compensation package (1) (d), and requested an opportunity to review what is offered by the District to employees. Facilities and service locations will be discussed at a future meeting (1) (f). Open meeting law update: An update to the open meeting law was passed by the Idaho Legislature and goes into effect July 1, The primary changes include limiting modifications to agendas, publication of agendas, and action items. The Board requested that a copy of the open meeting law be included in the next packet. Legislative updates: The Trustee Challenge document was explained. It includes a 3 touch campaign to reach out to legislators. Meyer was asked to develop a plan to participate, including guidance for trustees. Meyer agreed. Board requested additional information about any proposed legislation that impacts libraries during the annual legislative session. Report on Smelterville City Council request: action item Postponed until the regular July meeting. Requests for leave of absence: action item Board approved leave requests from Mandi Harris and Anna Inboden. M, C, Meyer Community announcements: Meyer shared the NIC Camp brochure with staff and Board members. Agenda discussion and requests: 4

5 Set Special and regular meeting dates: Regular meeting at Harrison will be from 1:00-4:00 p.m., Thursday, July 19. The Board and some staff will travel by boat. Lunch will be provided. Meeting review: Executive Session: IC (b) Evaluation of personnel: action item The Board voted to go into executive session to evaluate the Director at 4:47 pm. M, C, Meyer Blank Fish McCrea Meyer Veale The Board voted to leave the executive session at 5:15. Blank Fish McCrea Meyer Veale No actions concerning the Director s evaluation were taken. Adjournment: action item It was moved and carried to adjourn the meeting at 5:20. Respectfully submitted, John Hartung, Rebecca Melton ****************************************************************************** Calendar of events: Jun 28: 2 4 Post Falls special meeting Jul 19: 1-4 Harrison regular meeting Jul Post Falls special meeting Aug 16: 3 6, 6-7 Post Falls regular meeting and budget hearing Aug 23 6 Hayden special meeting: budget approval Sep 20: 2-5 Pinehurst regular meeting Oct 18: 2-5 Post Falls regular meeting Oct 25: 8:30-4:30 Hayden All Staff Day 5