Minutes of Regular Meeting

Elisha D. Smith Public Library Gegan Room
February 28, 2018

Called to order at 4:00pm by Vice Chairman Golz
Present:     Vice Chairman Golz, Trustee Halverson, Ad Hoc Trustee Hermans, Superintendent of Schools VanderHeyden, Trustee Witt, and Teen Representative Genz
Absent:     Chairman Englebert, Trustee Franzoi, Trustee Schwerbel, and Secretary Wicihowski
Also Present:     Director Lenz, Support Services Supervisor Brandt, Adult Services Supervisor Bongers, and Administrative Assistant Dreyer

Public Comment/Communication: None

Consent Business
Motion made by VanderHeyden, seconded by Halverson, to approve the Library Board meeting minutes from January 24, 2018 and accept the minutes of the Marketing & Resource Development Committee from February 13, 2018.  Motion carried unanimously.  

Authorization of Bills
The bill from DEMCO is for labels, and the bill from Minitex is for DVD security cases.  Motion made by Witt, seconded by Halverson, to authorize payment of the December(3) 2017 and February 2018 bills as presented from the 2017 and 2018 budgets and endowment fund.  Motion carried unanimously.  

Director’s Report/Information Items
1.    January Statistics.  Circulation, assistance with questions, meeting room uses, the door count, and program attendance are all up over last year at this time.
2.    Budget Status. Trustees reviewed the 2017 and 2018 budget status.  John Jacobs, the city’s Administrative Services Director, will be at our March meeting to discuss the end of the 2017 budget year.

3.    Staff Reports.
       ·    Statistics from the 2017 monthly free legal clinic were distributed – 188 people sought legal help.
       ·    Children’s Services Supervisor Beson submitted a summary of the Children’s Winter Reading Program – 111 children ages three through grade 5 plus those in the toddler program signed up for the Pete the Cat Reading is Cool Program.
       ·    The library gave 129 pairs or family passes through the Fox Arts Network (FAN) Pass program in 2017.
       ·    City Attorney Captain crafted a new library ordinance that was approved by the Administrative Committee of the Common Council on Monday, February 19 and will be on a future Common Council agenda.  
       ·    The 2018 Fox Cities Reads book has been chosen – Salt to the Sea by Ruta Sepetys.  She will be making presentations that are open to the public on Thursday, April 12 at 12:45pm at Kaukauna High School, Thursday, April 12 at 6:30pm at Appleton North High School and on Friday, April 13 at 10:00am at the Appleton Public Library.  Fox Cities Reads is now part of the Fox Cities Book Festival.
       ·    The Friends’ Spring Book Sale will be held March 8 through March 12.
       ·    In December, there was a cable problem with the elevator that was fixed but since then the elevator closes slowly.  Adam Alix, Deputy Director of Municipal Operations, is working with KONE on our invoices.  
       ·    Donations to the library’s endowment fund this year were reviewed.  The grant from the Smith Family Foundation was used to purchase equipment for the digital conversion area.
       ·    Staff is working on a collection maintenance and weeding project.
       ·    The Summer Reading Program theme is “Library’s Rock!”
       ·    There are many events going on in the library during the month of April:  National Library Week; Food for Fines; MoneySmart Week program; Jazz Concert with MJD; poetry workshops; Lights of the Lakes - A Great Lakes Lighthouse Slideshow by Phillip L. Block; Author and Menasha native David Galassie, Neenah Menasha:  Twin Cities of the Fox Valley; bilingual story times; and Photographer and Author John Gremmer, Dam Birds:  Big Birds at the Menasha Dam.  

Discussion/Action Items

4.    Volunteer of the Year
The library is recommending John Hotynski as our Volunteer of the Year.  Last year he donated 135 hours of his time preparing for and working during the book sales, and he donated carts and shelving units for the sales, some of which he constructed or refurbished.  Our Volunteer of the Year has their name engraved on the plaque mounted on the left pillar as you enter the main doors of the library and is invited to attend the Celebrating Our Volunteers Community Dinner on April 26.  Motion made by Witt, seconded by VanderHeyden to approve the recommendation of having John Hotynski as the library’s Volunteer of the Year.  Motion carried unanimously.  

5.    State Annual Report
The Wisconsin Public Library Annual Report was distributed.  The city’s final numbers for 2017 library expenditures are not as available.  Motion made by Halverson, seconded by Hermans to approve the annual report with the caveat that the one submitted to the state and city include final numbers when available from the Finance Department.  Motion carried unanimously.

Motion made by Witt, seconded by Halverson to approve the library’s annual report stating that the library system did provide effective leadership and adequately meet the needs of the library.  Motion carried unanimously.   

Motion to adjourn made at 4:27pm by Halverson, seconded by VanderHeyden.  Motion carried unanimously.

Respectfully submitted by  Kathy Dreyer, recording Secretary