Library Board Approved Minutes - January 2, 2020

DeForest Area Public Library Regular Library Board Minutes
Thursday, January 2, 2020 at 6:00 p.m.

  1. Call to Order and Roll Call
    • President Kathy Van Iten called the meeting to order at 6:00 p.m.
    • Present: Englesby, Gorres, Lowery Lawrence, Van Iten
    • Absent: Runez, Zeimet
    • Also present: Library Director Berg, Assistant Library Director Christa Tollefson
  2. Approval of Agenda
    • Motion to Approve as presented: Englesby
    • Second: Gorres
    • Discussion: None.
    • Action: All approved
  3. Approval of Minutes of December 5th Board meeting.
    • Motion to approve minutes: Lawrence
    • Second: Gorres
    • Discussion: None
    • Action: All approved
  4. Public Presentations / Communications
    • Lawrence had brought a platter of cookies made by his family. Berg had a plate of cookies including Bafini cookies & coal from the “Old Befani Program. Three board members sampled the coal. A brochure with upcoming events was handed out.
  5. Approval of Bills
    • Motion to Approve the Bills: Englesby
    • Second: Gorres
    • Discussion: Berg pointed out on the bottom of the bill run there are three bills that were moved to the village just after the previous board meeting to accelerate their payment since two were rather overdue and one was a utility bill. The bottom of the bill run also has the payment of part of the Amazon bill by the Friends of the Library for a 55 inch TV and a crock pot. The rest of the bills are for books, the annual Scholastic Book sale, and temporary tattoos with our logo. Berg noted that since this meeting is about as early as it can be in January, there will for sure be bills from 2019 in the February bill run. Lowery asked about the Temporary Tattoos from X-per-T’s. Tollefson had samples noted the amount was for 3000 tattoos with the new logo and would be prizes and incentives.
    • Action: All Approved
  6. Reports
    1. Director's - Berg reported that the Bibliovation migration went as well as could be expected. There were some glitches and out app still doesn’t work but problems are slowly being resolved. The wi-fi in the building is explicably slow. South Central will be coming out to see what could be causing it. The Eagle Scout project, that is a sensory wall for the children’s area, has been installed. Children are playing with it, the design allows for switching out panels, and Emily has ideas for more items to include on future walls, which makes this a successful project. Berg , after being reminded by Tollefson, mentioned that all program staff were going to meet for a half-day retreat and do a year’s worth of planning so that opportunities for collaboration and leveraging attendance were maximized. That’s meeting will be on January 14th.
    2. President's - None.
    3. Village Update - Lowery reported that the village adopted a mailbox policy that will require certain depths of posts and distance from curb to facilitate snow plowing. A village approval required by CARPC for building at the middle school was passed. A grant for a trail running along St. Olaf’s at the high school to hook into the existing trail systems is being undertaken by the village and the school district. There will be an increase in the water utility bills due to increases from Madison Metropolitan Sewer District.
    4. School Update - School is on winter break so nothing to report.
  7. Old Business
    1. Review and Possible Approval of updated Employee Handbook to align with Village handbook.
      • Motion to approve: Lowery approved with change to item G previously talked about but not reflected in the version of the document emailed out by Berg.
      • Second: Gorres
      • Discussion: As mentioned in the Director’s Report there has been no word from the village’s HR director on these revisions but the library board can always amend this document if something is noted in the future that needs amending.
      • Action: All approved.
  8. New Business
    1. Discussion and Possible Approval of Dane County Library Service Agreement for Extension of Library Service 2020
      • Motion to Approve: Englesby
      • Second: Gorres
      • Discussion: Berg said that this is the same contract we see from DCLS annually. The money amounts are slightly different than what had been used from budgeting – about $1500 more. Details of how the reimbursement is formulated were discussed briefly.
      • Action: All approved.
  9. Future Agenda Items
    1. Approval of the 2019 Annual Report to the Department of Public Instruction.
  10. Adjournment
    • Motion to Adjourn:
    • Second:
    • Action: All approved.

Meeting was adjourned at 6:44 p.m.

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