MINUTES MEETING #2
July 20, 2016 at 4:30pm
East Lansing Public Library Board of Trustees Meeting
Library Conference Room
950 Abbot Rd.
1) Call to Order
Smith called the meeting to order at 4:35pm.
2) Roll Call
All Trustees were present. Also present were Friends Outreach Director Sheila Taylor, Head of Customer Experiences Jason Shoup and Library Director Kristin Shelley. City Council Liaison Erik Altmann was absent.
3) Opening
A) Approval of June 15, 2016 Meeting Minutes
Wilkinson moved to approve the June 15, 2016 meeting minutes.
Cervenak seconded.
All in favor.
Motion carried.
B) Approval of Current Meeting Agenda
Dodgson moved to approve the current, revised meeting agenda.
Cervenak seconded.
All in favor.
Motion carried.
4) Communications
A) Audience: none
B) Written Correspondence
Shelley verbally shared that she has received numerous emails from the Bibliocommons representatives thanking her for our perseverance through the contract negotiations.
5) Reports
A) City Council Liaison Report: none
B) Friends of the East Lansing Public Library Report
Taylor reported:
• Friends big used book sale will be held at the library in October
• Friends Board of Directors slate is now full as per their bylaws
6) New Business:
A) Fiscal Year 2016 Action Plan year-end update
Shelley provided a year-end update to the Fiscal Year 2016 Action Plan. Discussion included:
• Items that were rescheduled until after the renovation is completed
• Circulation of wireless hot spots and the plan to purchase additional hot spots
B) Fiscal Year 2017 Action Plan draft and discussion
Shelley provided a draft of the Fiscal Year 2017 Action Plan. Discussion included:
• Recurring programs and events
• “Ask” campaign
• Feasibility study
• Renovations
• Bibliocommons
• Maker Studio tool library
C) Revisions to the Conference, Training, Travel Policy: Appendix C of the Personnel Policy
Shelley provided a revision to the Conference, Training, Travel Policy: Appendix C of the personnel policy. Discussion included:
• Resignation versus termination
• Timeline after event attendance
Cervernak moved to approve the Conference, Training, Travel Policy: Appendix C with the revision from “…less than six months after the close of the event…” to “…less than three months after the close of the event…”
Wilkinson seconded.
All in favor.
Motion carried.
D) Discussion regarding library closure to complete renovation
Shelley informed the board that the library will need to be closed for approximately a month to complete the renovation of the library. Discussion included:
• One Book, One Community author reception and author visit
• Lease terminiation on August 30, 2016 at the ELPL 2.0 Maker Studio inside the East Lansing Marriott
• Grand opening and ribbon cutting celebration
Cervenak moved to close the library for a month to complete the renovation of the library, with the exact dates to be determined by Director Shelley.
Wilkinson seconded.
All in favor.
Motion carried.
7) Old Business
A) Library Board of Trustees appointment recommendation
Wilkinson informed the Board that he, Trustee Smith and City Council Liaison Erik Altmann interviewed six candidates for the Library Board of Trustees vacant position. The board discussed the qualifications of all six candidates.
Smith moved to recommend to City Council the appointment of Amy Zaagman to the Library Board of Trustees for a full term ending on June 30, 2021.
Cervenak seconded.
All in favor: Cervenak, Dodgson and Smith
All opposed: Wilkinson
Motion carried.
8) Library Reports
A) Financial Report
Shelley provided a draft of the Fiscal Year 2016 year-end budget. She added that the Finance Department is working on finalizing the budget.
B) Director’s Report
Shelley provided a written Director’s Report. Discussion included:
• Presentations at the Michigan State University Parent’s Orientation
• Summer Reading Program Kick-Off Event
• Prototype pill dispenser being printed on the library’s 3D printers by a patron
• Readers’ Advisory Workshop and upcoming in-service staff day
C) President’s Report: none
9) Announcements: none
10) Closed Executive Session
A) Director’s employment contract
Dodgson moved to adjourn to a closed executive session.
Cervenak seconded.
All in favor.
Motion carried.
11) Adjournment
Cervenak moved to adjourn from the closed executive session and from the regular meeting.
Dodgson seconded.
All in favor.
Motion carried.
Smith adjourned the meeting at 6:40pm.
