Library Board Approved Minutes - February 2, 2017

DeForest Area Public Library Regular Library Board Minutes
Thursday, February 2, 2017 at 6:00 p.m.

  1. Call to Order and Roll Call
    • President Van Iten called the meeting to order at 6:00 pm.
    • Present: Englesby, Gorres, Hable, Lawrence, Van Iten.
    • Absent: Blount, Runez.
    • Also present: Library Director Berg
  2. Approval of Agenda
    • Motion to Approve as presented: Lawrence
    • Second : Englesby.
    • Discussion: None.
    • Action : Approved.
  3. Approval of Regular Meeting Minutes of January 7th, 2017.
    • Motion to Approve as presented: Gorres
    • Second : Englesby.
    • Discussion : None.
    • Action : Approved.
  4. Public Presentations / Communications
    • Berg distributed the “What’s Happening Newsletter”.
  5. Approval of Bills
    • Motion to Approve the Bills: Gorres
    • Second: Hable
    • Discussion: Berg noted that this is always the biggest bill run of the year. It includes the ILS/ Technology bill, our databases, and the annual magazine subscription renewals. It was also noted that the bills were divided into 2016 and 2017 bills. This will be the last set of bills to be charged back to 2016.
    • Action : Approved.
  6. Reports
    1. Director's - Berg reported she has been working on getting the annual report done enough to bring a draft to this meeting. Some of the data isn’t readily available and needs to come from other sources, such as the Madison Community Foundation Endowment fund balance and the Friends of the Library group. Studio 203 is gaining momentum. The beach scene which is currently in residence with kinetic sand to play with is a big hit. Berg also noted that a small video clip with Booky the Badger doing a Groundhog Day prediction was on Facebook.
    2. President's - None.
    3. Village Update - Berg said the upcoming spring election has six candidates for three seats. All four of the new candidates have library cards. The library is planning a candidate forum for the village candidates and whatever other candidates would care to come.
  7. Old Business
    1. Update on fundraising for Challenge Grant.
      • Berg noted the Madison Community Foundation will send out a summary document about the endowment in March which is too late for the Annual Report. She was trying to look at the fund online and set up an account that kicked her out with an error message but she just received an email prior to the meeting saying the username and password were set as requested and she should have access.
    2. Discussion of 2015-2020 Long Range Plan.
      • Due to the press of business because of the Annual Report, notations as to what has been done to-date were not put into a document. It occurred to Berg that if we could find some measures that answered the question each goal posed, this could be a powerful document. For example, we will know that the community is engaged when attendance at programs increases by 10%. After the Annual Report is done, staff will try to come up with some of these questions and see what data we already collect that could “prove” what we are doing.
  8. New Business
    1. Discussion of Annual Report and authorization of the Board President to sign the final report prior to the next library board meeting.
      • Motion to Approve as presented: Gorres
      • Second: Lawrence
      • Discussion: Berg reviewed the approval process with the board. This draft which will have a few minor adjustments prior to being sent to South Central Library System for review. If there are issues, Berg will explain the number or change the number. After it is approved by the System a final copy gets printed off which the library board president will sign. Copies of the signed document will be made and distributed to the System and Dane County Library Service. The final version of the Annual Report will come back at the March meeting for approval.
      • Action : Approved.
  9. Future Agenda Items
    1. Long Range Plan 2015-2020.
    2. Approval of final version of Annual Report.
  10. Adjournment
    • Motion to Adjourn: Hable.
    • Second: Englesby.
    • Action : Approved.

Meeting was adjourned at 6:40 p.m.

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