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 Village of Menomonee Falls, Wisconsin

LIBRARY BOARD OF TRUSTEES 

MEETING MINUTES

Wednesday, May 19, 2021
Present:
Carole McGibany, Peggy Haas, Ian Dickmann, Amy Schlotthauer, Jessica Cole
Absent:
Corey Golla, Randy Van Alstyne
Staff Present:
Jacqueline Rammer, Ellen Rohr


             
   1. Call to Order at 6:00 PM by President McGibany.
Introductions of new Board Members were made - Amy Schlotthauer and Jessica Cole.
             
   2. Consent Agenda: Items listed under consent agenda will be approved in one motion unless any Board member requests that an item be removed for individual discussion. That item can be considered at an appropriate time during the Board's regular order of business or under New Business.
             
   a. Minutes of the Last Meeting
             
   b. Library Expenditures for Prior Month
             
  Motion by President Carole McGibany, second by Treasurer/Secretary Peggy Haas to approve the consent agenda as presented. Carried.

  Vote: 5 - 0
             
   3. New Business - Items for Discussion/Action/Possible Approval:
             
   a. 2021-2022 Meeting Dates
             
  Motion by President Carole McGibany, second by Member Ian Dickmann to continue to hold Library Board Meetings on the third Wednesday of the month through July 2022. Carried.

  Vote: 5 - 0
             
   b. Financial Overview of Library Fund Balance and Reserves - Rammer gave a report of the current balances of the Fund Balance and Special Reserves.
             
   c. Budget Amendment Request - Transfer $2000 funds from account 220-500-000-8140-1015 Database Products to account 220-500-000-8140-1020 E Materials to reflect more accurately the fees we pay for Library materials/books. Previously it was unknown that Menomonee Falls share of the database subscription costs were included in the material spending amounts required by Waukesha County. Including all the costs together will make the Annual Reporting process more efficient.
             
  Motion by Treasurer/Secretary Peggy Haas, second by Member Ian Dickmann to make a budget amendment to transfer $2000 funds from account 220-500-000-8140-1015 Database Products to account 220-500-000-8140-1020 E Materials to reflect more accurately the fees we pay for Library materials/books.  Carried.
 

  Vote: 5 - 0
             
   d. Budget Amendment Request - Remove $5843.00 from revenue account 220-000-500-7103-0000 Grant Revenue and $5843 from the corresponding expense account: 220-500-000-8140-1015 Database Products. In early 2020 we were informed that we would be receiving a $5843 grant from Bridges Library system to pay for Menomonee Falls share of the Hoopla subscription. Later in the year we were notified that Bridges Library system would not be charging libraries for the cost of Hoopla in 2021, therefore would also not be compensating libraries with a grant.
             
  Motion by President Carole McGibany, second by Member Ian Dickmann to amend the 2020 operating budget to remove $5843.00 from revenue account 220-000-500-7452-0000 and $5843 from the corresponding expense account: 220-500-000-8140-1015 Database Products.  Carried.

  Vote: 5 - 0
             
   e. Standing and Ad Hoc Committees -
  • According to the Menomonee Falls Public Library By-Laws Article V Section 1 Standing Committees. The following committees --- Budget/Personnel, Special Events/Marketing --- shall be appointed by the President promptly after the July meeting and shall make recommendations to the Board as pertinent to Board meeting agenda items.
    • Discussion and possible action regarding dissolving the Special Events/Marketing committee requirement and removing it from the By-Laws.
    • Discussion and possible action regarding reactivating the Budget/Personnel committee
  • Ad hoc committees for the study of special problems shall be appointed by the President, with the approval of the Board, to serve until the final report of the work for which they were appointed has been filed.
    • Discussion and possible action regarding the Ad Hoc Planning committee
             
  Motion by Treasurer/Secretary Peggy Haas, second by President Carole McGibany recommending the disolution of the Special Events/Marketing standing committee requirement and removing it from the By-Laws since it has not been active for many years. Carried.

  Vote: 5 - 0
             
   f. Preparation for upcoming officer elections - Rammer discussed that the board officer elections are in July. If you are considering running for an officer position nominations will be asked for at the June meeting.
             
   g. Circulation Policy Updates - Director Rammer is proposed a new format for Board approved Library policies. Rammer distributed the Circulation policies to members for discussion and possible approval at the June meeting.
             
   4. Unfinished Business - Items for Discussion/Action/Possible Approval:
             
   a. Consideration and possible action - First Floor Security Camera Updates
             
  Motion by President Carole McGibany, second by Member Ian Dickmann to purchase and update the security cameras on the first floor at a cost not to exceed $50,000. The project will be funded from the Special Reserves building fund account. Carried

  Vote: 5 - 0
             
   b. Library Mask Policy
             
  Motion by Member Ian Dickmann, second by President Carole McGibany to revise the board approved mask policy approved November 20, 2021. For patrons mask wearing is strongly recommended but no longer required.  Staff will continue to be required to wear masks.  This policy is effective May 20, 2021 until further notice.


  Vote: 5 - 0
             
   5. President's Report: President McGibany welcomed the new board members and expressed her gratitude that we now have a full board.
             
   6. Director's Report
             
   a. Correspondence - none.
             
   7. Trustee's Report: No Report
             
   8. School District Report: No Report
             
   9. MFPL Friends' Report: Haas reported that the Friends had a fundraiser last evening. There is a meeting the week after the board meeting. There will be a Cabaret in the fall. There is discussion of having an Usborne book fair. They are also working on a donor wall for the makerspace.
             
   10. Next Meeting: Wednesday, June 16, 2021.
             
   11. Topics for next meeting agenda
             
   12. Adjournment at 7:48 PM with no further business to discuss.
Minutes transcribed by Ellen M Rohr, Business Manager
Minutes approved on June 16, 2021

    

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