(Draft) Library Board Meeting Minutes — Thursday, July 16, 2020

The Chairperson, Amy Watts, called the meeting to order at 7:32 PM.

Present:           N. Eggenberger, M. Farell, J. Lee, J. Pandit (joined at 7:36 PM), D. Turner, A. Watts

Absent:            None

Also Present:  E. Davis, K. Gladden

CALL TO AUDIENCE   (L. Golden, A. Iqbal, D. McHugh, M. Nicholson, R. Noble, J. Parij, C. Spas, C. Swanberg, N. Szczepanski) – None         

APPROVAL OF AGENDA

The agenda was accepted by unanimous consent.

APPROVAL OF GENERAL MEETING MINUTES

Director Eva Davis requested that the minutes be amended to reflect that Trustee Nancy Eggenberger had been a “nay” vote on Motion 20/6-18-2.

N. Eggenberger moved and M. Farell supported a motion to accept the minutes as amended.

ROLL CALL VOTE

Yes: N. Eggenberger, M. Farell, J. Lee, D. Turner, A. Watts

No:  None

Abstain: None

The motion passed (5-0-0)

COMMUNICATIONS — None

DIRECTOR’S REPORT

E. Davis offered congratulations to Information Services Librarian Carol Kuchta, who is retiring at the end of September, after a 38-year tenure with the library.

As of June 30, the library was halfway through the fiscal year. Many of the items trending high/low on the Profit and Loss statement would be reflected in the 2nd Quarter Budget Amendment. Others will be reconciled in the 3rd or 4th quarter amendments.

The second State Aid to Libraries payment was not received before the bank reconciliation, but will be reflected in the July report.

In reply to Secretary/Treasurer Michelle Farell’s question, Davis explained that Miscellaneous & Contributions is trending high due to: a summer reading program contribution from Vibe Credit Union; donations toward the upkeep of the Rebecca Havenstein-Coughlin Memorial Courtyard; a book purchase fund reimbursement, funded by an anonymous donor and administered by the Canton Community Foundation; and donations from the Friends for the READ berm and butterfly garden.

TRUSTEE COMMENTS — None

COMMITTEE REPORTS — None

UNFINISHED BUSINESS & GENERAL ORDERS

Computer use by appointment for the general public was launched on Monday, July 13. Six (6) filtered computers and one (1) unfiltered computer are available for 90-minute sessions (patrons may book back-to-back sessions if available). Thus far, the largest number booked during a session was five (5). It has been manageable and the administration will monitor the situation to see if adjustments need to be made.

Holds Pickup by Appointment continues to be a popular success. Staff is pulling 1,100-1,200 items per day for patron pickup requests; a “normal” day, pre-pandemic, would have been around 100.

A plan to make equipment (fax, scanner and copier) available to the public is under consideration.

The Administration has turned its attention also to planning for the fall and the possibility of browsing by appointment or limited browsing. Davis remains in touch with other area directors, some of whom have been swifter in their expansion of library services available to the public, and some of whom have been slower. She is looking at the myriad ways libraries are keeping track of building capacity for browsing, from timers to the honor system. Based on square footage, under current guidelines, the library can have 184 people total in the building, including employees. Based on the general staffing rate, that allows for around 140 patrons at a time.

Chair Amy Watts asked how the staff is responding to the phased reopening. Davis said that, while there was some initial concern over possible non-compliance and the staff’s ability to provide quality service to patrons while maintaining physical distancing, the burden has been somewhat relieved through training and the technology systems which have been put in place, along with the patrons’ genuine gratitude at the services being provided.

Watts also indicated her appreciation that the Information Services librarians are phoning the library’s homebound patrons to see how they are doing and to keep them informed of the latest library news, since many of them do not use email. The calls are getting a great response, according to Information Services Department Head Jessica Parij.

NEW BUSINESS

Proposed 2nd Quarter Budget Amendment — Some additional revenues came in higher than expected and would be recognized and reallocated across expenditure lines as detailed in the budget amendment summary and explanation created by Accountant Debbie McHugh. Davis pointed out that the amendment called for $100,000 to go into Reserve Contingency, which would roll over into the Fund Balance at year’s end.

Business Services Department Head Marian Nicholson told the board that approximately $17,000 additional would be needed for an unexpected repair to roof damage above the Community Room. The damaged portion is not part of the flat roof, replacement of which is included in the Capital Replacement Schedule for 2022. Since the cost to repair the damaged copper shroud is over $5,000 it cannot be paid for from Maintenance & Repairs.

M. Farell moved and N. Eggenberger supported a motion to approve the 2nd Quarter Budget Amendment as proposed.

ROLL CALL VOTE

Yes: N. Eggenberger, M. Farell, J. Lee, J. Pandit, D. Turner, A. Watts

No:  None

Abstain: None

The motion passed 20/7‑16-1 (6-0-0)

Proposed 2021 Budget & 2022-2023 Projections (1st Draft) — Davis thanked D. McHugh, M. Nicholson and the department heads for their work in creating a draft budget which encompassed all of the concerns that had been expressed by the board members over the preceding months.

She directed the board’s attention to two budget summary documents. One was in the format which the library has been using, and the other was that preferred by the auditors, Plante Moran. Davis asked that the board indicate its preference; the board agreed on adoption of the format which conforms to GASB standards.

Trustee Don Turner remarked that D. McHugh’s budget summary narrative made it very easy to understand. Davis said that a second draft budget, using the GASB format summary, would be brought back to the board for review in August.

CALL TO AUDIENCE – Circulation Services Department Head Nancy Szczepanski thanked the board for all of their support over the years; this was her last board meeting, as she is retiring as of July 31st.

ADJOURN

The meeting was adjourned at 8:19 PM.