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 Village of Menomonee Falls, Wisconsin

LIBRARY BOARD OF TRUSTEES 

MEETING MINUTES

Wednesday, June 17, 2020
Present:
Peggy Haas, Carole McGibany, Corey Golla, Randy Van Alstyne
Absent:
Jenna Merten
Staff Present:
Martha Riel, Ellen Rohr
Attendees:
Arlyn Johnson, Village Assistant Manager, Citizen - Name unknown, Corporate Contractors Incorporated, Citizen Member, Ian Dickmann
             
1. Call to Order by Haas at 6:00 PM.
             
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 last Regular Meeting
  Motion by Member Carole McGibany, second by Village Trustee Randy Van Alstyne to table the approval of the minutes to the next regular meeting. Approved.
  Vote: 4 - 0
 
Other: Member Jenna Merten (Absent)
             
b. Expenditures for Last Month
  Motion by School District Superintendent Corey Golla, second by Member Carole McGibany to approve the expenditures as presented.  Approved.
  Vote: 4 - 0
 
Other: Member Jenna Merten (Absent)
             
3. New Business - Items for Discussion/Action/Possible Approval:
             
a. Nominations and Election for vacant position of Library Board President. Carole McGibany self-nominated herself for the office of Library Board President. Second by Peggy Haas. There were no objections. No other nominations were brought to the floor.
  Motion by Member Carole McGibany, second by Secretary/Treasurer Peggy Haas to elect Carole McGibany to the office of  Library Board President effective immediately.  Approved.
  Vote: 4 - 0
 
Other: Member Jenna Merten (Absent)
             
b. Nominations for Library Board Secretary/Treasurer - Nominations were opened for the office of Secretary/Treasurer of the Library Board. Peggy self-nominated herself, seconded by Randy VanAlstyne, approved. Elections for this office will be held at the next regular meeting.
             
c. Consideration of Bids Received and Possible Award of Contract for Construction of Second Floor Library Renovation Project No. 50007. Johnson reported that bids were received for the 2nd Floor Library Renovation Project on June 10,2020.  The bids included a base bid amount along with an alternate bid item that allows the Library Board to accept or reject the item, depending upon the cost impact of the alternate bid item on the project budget.

The project team (consisting of Arlyn Johnson and Engberg Anderson Architects) reviewed the bids received. Five (5) bids were received for the project.  Since the bids came in well below the estimated budget of $463.464.00, the team is recommending award of the Contract to the low bidder, Selzer-Ornst Construction Company, including the Alternate Bid for window glazing in the amount of $30,700.00, for a total contract amount of $349,400.

Both Engberg Anderson and the Village have worked with Selzer-Ornst Construction on previous projects with good success.

A person from Corporate Contractors Incorporated, one of the bidders, then spoke about what CCI had to offer. He left after the vote was taken.
  Motion by Member Carole McGibany, second by Secretary/Treasurer Peggy Haas to approve the recommendations of Arlyn Johnson and Engberg Anderson and select Selzer-Ornst Construction Company as the General Contractor for the 2nd Floor Library Renovations Project No. 50007.  Approved.
  Vote: 4 - 0
 
Other: Member Jenna Merten (Absent)
             
d. Discussion and possible action regarding possible expansion of Wi-fi to the library parking lot. The Library has the opportunity to apply for a $1500 grant which will allow for the expansion to both the west and east sides of the library. In order to qualify for the grant we will need to apply before June 30. A site survey was conducted giving us an estimate of costs including equipment.
  Motion by Secretary/Treasurer Peggy Haas, second by School District Superintendent Corey Golla to pursue expansion of the Library WiFi up to a cost of $5000 over the grant funds.Approved.
 
  Vote: 4 - 0
 
Other: Member Jenna Merten (Absent)
             
e. NEA Big Read in the Falls 2021 Rohr announced that we will be doing the NEA Big Read in 2021. Title of the book is Into the Beautiful North by Luis Alberto Urrea.
             
4. Unfinished Business - Items for Discussion/Action/Possible Approval:
             
a. Library Services Update
  • Continuing Curbside
  • Holds pickup inside the building
  • Computer usage
  • Browsing to all shelves is being considered as long as the percentage of positive cases per number of test taken does not dramatically increase
  • When we allow browsing, we also will allow limited wi-fi usage
  • There will be limited seating throughout the building and we will ask people to limit their time in the building
             
5. Trustee Education: Trustee Training Week August 24-28 Rohr will send more information when she receives it.
             
6. Directors Report attached.
             
a. Correspondence Rohr received two thank you letters from Milwaukee students, thanking us for the free Book Sale grab bags.
             
7. Trustee's Report: Van Alstyne reported on the agenda of the last Village Board meeting. Directly impacting the library is a social media policy for Village staff was passed by the board. Riel and Rohr suggested to Van Alstyne if policies affecting Library staff should come before the board in the future, the library should be aware and have input if the policy directly affects the Library. In this case it does, since the Library has the largest social media footprint.
             
8. School District Report: Golla reported that the school year is finished and he is proud of the district, the parents being co-teachers. Outdoor facilities will be opening and senior activities will slowly reopen. On June 22, guidance is expected from the Department of Public Instruction in regards to the upcoming school year. Golla stated that it is difficult to social distance in the classroom. Alternatives are being looked at to limit cross classroom interaction.
             
9. MFPL Friends' Report: Hass reported the friends do not meet during the summer. They are interested in a meet and greet with the new library director down the road.
             
10. Next Meeting: Wednesday, July 15, 2020
             
11. Topics for next meeting agenda - Meeting Schedule 2020-2021
             
12. Convene into closed session under WIs. Statues § 19.85(1)(c) to discuss library director candidates.
  Motion by Secretary/Treasurer Peggy Haas, second by School District Superintendent Corey Golla to ?convene into closed session under WIs. Statues § 19.85(1)(c) to discuss library director candidates.Approved.
  Vote: 4 - 0
 
Other: Member Jenna Merten (Absent)
             
13. Reconvene into Open Session Pursuant to Wisconsin Statutes §19.85(2) for Possible Additional Discussion and/or Action Concerning any Matter Discussed in Closed Session.
  Motion by Secretary/Treasurer Peggy Haas, second by School District Superintendent Corey Golla to ?reconvene into Open Session Pursuant to Wisconsin Statutes §19.85(2) for Possible Additional Discussion and/or Action Concerning any Matter Discussed in Closed Session. Approved
  Vote: 4 - 0
 
Other: Member Jenna Merten (Absent)
             
14. Actions as a result of the closed session.
  Motion by Secretary/Treasurer Peggy Haas, second by Member Carole McGibany to proceed with the recommendations as discussed in closed session.
  Vote: 4 - 0
 
Other: Member Jenna Merten (Absent)
             
15. Adjournment at 8:10 PM with no further business to discuss.
Minutes transcribed by Ellen M Rohr, Business Manager
Minutes approved on July 15, 2020.

    

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