Library Board Approved Minutes - June 4, 2020

DeForest Area Public Library Regular Library Board Minutes
Thursday, June 4, 2020 at 3:00 p.m.

  1. Call to Order and Roll Call
    • President Kathy Van Iten called the meeting to order at 3:37 p.m.
    • Present: Englesby, Gorres, Lawrence Lowery, Runez, Van Iten
    • Absent: Zeimet was unable to connect
    • Also present: Library Director Berg
  2. Approval of Agenda
    • Motion to Approve as presented: Lawrence
    • Second: Englesby
    • Action: All approved
  3. Approval of Minutes of May 7th meeting.
    • Motion to approve minutes: Englesby
    • Second: Gorres
    • Discussion: None
    • Action: All approved
  4. Public Presentations / Communications
    • There were no presentations nor communications.
  5. Approval of Bills
    • Motion to Approve the Bills: Englesby
    • Second: Lawrence
    • Discussion: Berg pointed out items related to Covid-19 – mostly sanitizer. This month, like last month has a relatively small bill run with only normal bills such as utilities and books.
    • Action: All Approved
  6. Reports
    1. Director's - Berg talked about the reopening. She mentioned the huge number of books returned after the June 1st due date for all our books expired. Circulation staff seems happy to be back doing real work with some patron contact. Staff and patrons have been remarkably compliant with all the rules. Berg put together all the procedures/ policies required by Public Health of Madison and Dane County and have had staff sign off on acknowledgements. Berg has 8 gallons of 80% alcohol hand sanitizer stock piled. Disposable face masks and food handling gloves have also been bought in bulk. The library is planning on doing the Concerts at the Rocks & Concerts in the Park as drive-ins this year. The library has all – or most—of the village paperwork done to proceed and close the streets. The first drive-in concert is June 9th at the Rocks. Sponsors have been willing to fund these events so it is hoped a there is a good turnout. Curbside pickup continues which is helping to keep our building and staff from being overwhelmed. Berg noted that using the library by appointment was the only way to guarantee how many people were in the building at any one time to follow the guidelines of “Forward Dane”. Berg recommended investing in a SenSource people counter which will not only do a count of library visits required by the Annual Report to DPI but will tell library staff in real time – and can display on a monitor—how many people are in the library. There is money in the library’s line item for “big, but non-capital expenses”. Once we know how many people are in the library at any given time, appointments can go away. Forward Dane Phase Two may begin as early as June 12th. Planning is already underway to enter that phase.
    2. President's - None.
    3. Village Update - Lowery noted that the splash pad design for Fireman’s Park is underway. She reported that the fireworks display for the 4th of July failed on a 4 to 2 vote. When Phase 2 happens village playgrounds and park bathrooms will open. Some employees may continue to work from home but most will be physically back on the job. Karben 4 has more events planned for around the park. Emergency government order continues. Gorres thank Lowery and the village board for doing the hard thing and not having the fireworks.
    4. School Update - Runez reported that graduation was this Saturday (June 6th) and that it would be drive-thru. He noted construction on the intermediate school has started.
  7. Old Business
    1. Review and possibly approval of Revised Pandemic Response policy in light of Forward Dane.
      • Berg noted she had amended the policy just recently approved by the library board to use the Forward Dane phasing plan.
      • Motion: Englesby
      • Second: Lowery
      • Action: All approved
  8. New Business
    1. Authorize Library Director to sign bill run and other documents during the Covid-19 Pandemic.
      • Motion to authorize: Lawrence
      • Second: Englesby
      • Discussion: This would only be during this pandemic time when meetings are virtual and officers aren’t available to physically sign and would sunset on August 6th.
      • Action: All approved
  9. Future Agenda Items
    1. Review Inclusive Services & Assessment Guide for WI Public Libraries.
  10. Adjournment
    • Motion to Adjourn: Lowery
    • Second: Englesby
    • Action: All approved.

Meeting was adjourned at 4:08 p.m.

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