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HomeMy WebLinkAboutLibrary Committee - Minutes - 1/21/2021 D Minutes of the: Bayfield County Library Committee Meeting January 21st, 2021 3:00 p.m. Microsoft Teams Meeting Items 1 & 2: Call to Order and Introductions: The meeting of the Bayfield County Library Committee was called to order at 3:00 p.m. by Jelinek. Introductions of members were made. Item 3: Public Comment: None Item 4: Motion Regarding Minutes of the August 20th, 2020 Bayfield County Library Committee Meeting: Motion by Crandall seconded by Cogger to approve the minutes of August 20th, 2020. Motion Carried. Item 5: Discussion Regarding Bayfield County Library Plan Expiring in 2021 a. Section Review Assignments. i. Librarians Review Individual Library Plan Sections ii. Board and Librarian Divide Remaining Sections b. Potential Public Hearing at Next Meeting (Tentative, Thursday, August 19, 2021, 4 pm) Bayfield County Library Committee Bayfield County Courthouse 117 East 5th Street, Washburn, WI 54891 County Board Representatives: Charly Ray Jeremy Oswald Jim Crandall Bayfield County Library Representatives: Mary Lynch, Bayfield; Karen Jelinek, Drummond; (vacant), Washburn; Laurie St. Aubin- Whelihan Cable/Namakagon; Cassie Fleming, Iron River; Connie Cogger, Northern Waters Library Service Bayfield County Librarians: Darrell Pendergrass, Blair Nelson, Jacqueline Pooler, Addie Arens, Kristine Lendved, Jared Blanche Abeles-Allison informed the committee that the Bayfield County Library Plan would be expiring at the end of 2021, and a new plan would be needed by the end of the year. Abeles-Allison reported that a public hearing would need to be held before the next Library Committee meeting in August 2021. Updates to the document will also need to be made. Abeles-Allison commented that several edits to the plan have been suggested over the years but is unsure if the changes have been made. Abeles-Allison reported that there are several statistics in the current plan that will need to be updated. Abeles-Allison explained that the library specific sections will be the responsibility of the libraries, but volunteers were needed to oversee the updates being made to the document over the next 6 months. Jelinek reported that there are tables within the plan that need to be updated, but the text is likely still in line. Lendved noted a couple of areas where text would need to be changed and listed one example as being that the Northern Waters Library Network is no longer the Merlin Consortium. Jelinek questioned if another meeting should be scheduled in a month so the committee could come together to look at a markup of changes or if all the changes should be sent to one individual who would be put in charge of making them. Crandall remarked that he would prefer the second option. Jelinek informed the committee that she did not mind being the individual that would be combining all the changes but would like some assistance in ensuring that table information is correct. Pendergrass offered to assist Jelinek. Jelinek questioned the committee to see if all members agreed to be given a deadline to submit changes to Jelinek, who would be responsible for combining them. There were no objections from the committee. Abeles-Allison suggested a deadline of July 15 to have changes submitted and holding a public hearing right before the August meeting. Abeles-Allison informed the committee that the public hearing and the August meeting may be able to take place as one meeting. Jelinek questioned if there were any other major changes that would need to happen. Crandall explained that each library will want to review and update their own section. Crandall questioned Lendved if she would be willing to update the Current Library Services to Bayfield County Residents section. Lendved replied that she would be willing to. Jelinek informed the committee that the deadline for getting the Library Plan document updated would be July 15, 2021 and there would be a Public Hearing prior to the August 19, 2021 meeting. Discussion took place regarding the deadline suggested by Jelinek. Abeles-Allison suggested that the External Opportunities and Threats section be reviewed. Cogger reported that no changes have taken place regarding the Public Library System Redesign (PLSR). Jelinek set a final deadline of 30 days (February 21) to submit changes for the final document. The date of the next committee meeting would be set for August 19, 2021 at 5:00 PM with the public hearing occurring right before the meeting starting at 5pm. Item 6: Discussion Regarding Public Library Status and Funding: Abeles-Allison reported that Bayfield County currently has five public libraries and Bayfield County has divided a funding amount of $187,590 between the five libraries over the past 11 years. By law, Bayfield County is required to fund at least 70% of the costs for the libraries, Bayfield County is currently funding around 76%. Abeles-Allison informed the board that a topic of concern is how the year 2020 will impact the 2022 budget. Pendergrass explained that the Bayfield County reimbursement for the libraries is two years off, therefore anything hat happened in 2020 will come into play in 2022. Pendergrass reviewed preliminary expenditure numbers as well as the process for finding the totals. Pendergrass reported that, in the past, Bayfield County has offered $187,590 in funds for the library, which left approximately $64,929 funds being left for potential grant possibilities. Pendergrass reviewed a few options for covering the remainder of the budget in 2022 that would not be covered by Bayfield County. OPTION 1: Give Iron River and Washburn libraries the funds that are listed in the chart by using a flat formula of 73%. The shortfalls for Bayfield, Drummond, and Cable could be covered by grant money. OPTION 2: Take the distributions that were received in 2021 and use the same totals for 2022, which would mean that the Iron River and Washburn libraries would be funded less than 70%. Pendergrass stated that this funding would be okay for the Washburn library, but is unable to speak on behalf of Iron River. OPTION 3: Fund the libraries at the following percentages: Iron River and Washburn 70%, Drummond 73%, Bayfield and Cable 75%. If the libraries are funded using those percentages, $3,700 of grant money would be needed to make Cable and Bayfield whole in terms of funding. Discussion took place regarding the options given for distributing funds and applying for funds in 2022. Abeles-Allison questioned whether the Library Committee would be willing to consider fund distribution to the Red Cliff Library. Abeles-Allison explained that the County currently makes appropriations to the five public libraries. Pendergrass informed the board that a library needs to have a certified director and be open a required number of hours to be considered a public library. Lendved added that a library must also spend a set dollar amount. Cogger explained that it can be incredibly difficult for a library to become a public library again once they’ve fallen out of compliance. Blanche reported that, as part of an IMLS Grant, he has been taking a course in pursuit of becoming a certified director. The Red Cliff library is making progress towards becoming a public library. Blanche reported that the Red Cliff library is open approximately 12 hours a week now and can’t open for more hours due to lack of funding, but the library will be moving to a new facility in February 2021. The new facility has been purchased with the help of CARES Act funding. Jelinek questioned if the idea to fund Red Cliff should be tabled until the next budget to touch base later and see how Red Cliff is doing later. Abeles-Allison felt it appropriate to hold of on a decision until the August Library Committee meeting. Abeles-Allison did inform the committee that the Red Cliff library does not have to be a public library to be able to receive funding from Bayfield County. Pendergrass confirmed that Bayfield County could offer funding to Red Cliff and clarified that the formula used to fund the other libraries only pertains to public libraries, so Bayfield County wouldn’t be limited to the 70% statute requirement to offer funds to Red Cliff. Crandall questioned if the funding would be offered next year. Abeles-Allison stated that was correct. Oswald questioned Blanche if funds extended from Bayfield County would help the Red Cliff library become re-certified. Blanche reported that funds would certainly help with the re-certification process. Items 7 & 8: Discussion Regarding 2020 Library Circulations and Expenditures and Impacts in 2022 and BSL Project Status, 2020 & 2021: Abeles-Allison reported that there were two projects in 2020, one in Iron River which was for two automatic door openers. The project is now completed and was fully paid out by Bayfield County. Nelson reported that the Bayfield Library has been undergoing cosmetic repairs and restoration work, which is estimated to be completed in 2021. Abeles-Allison reported that there are four projects set for 2021, and Bayfield County has totaled out its allocation of $56,907 with approximately: • $4,166 allocated to Iron River • $3,375 allocated to Bayfield • $43,966 allocated to Washburn • $5,400 allocated to Drummond Pendergrass reported that he will be meeting with the City of Washburn Administrator to begin the bidding process for completing work on the stairs and the tuck point project. Once those projects are complete, the library will be working on replacing its elevator. Nelson reported that the newspaper rack project went over project and questioned Abeles-Allison if libraries with available funds left over would be able to allocate those funds to other libraries that did go over budget. Abeles-Allison reported that libraries with a surplus in funds would be able to reallocate those dollars. Jelinek reported that the Drummond library had discussed making arrangements for libraries to utilize their surplus funds should they have any. Items 9 & 10: BSL Direction, Guidelines for 2022 and 2021 Library Reimbursements & 2021 BSL Project Approvals: Jelinek reviewed the following points that are highlighted in the draft of the 2022 guidelines: • Under the BSL Purpose Heading, Heating Ventilation/Air Conditioning System Acquisition has been added to the guidelines • Under the Calendar Heading, Thursday, July 29th: DUE DATE for Completed Project Proposals are Submitted to the County o The date reported in the guidelines reads: 290th, which should be adjusted to read 29th o An additional date is listed as August 190th, which should be adjusted to read 19th • Each Application Shall be Submitted with the Following Information o Abeles-Allison stated that these requirements are the same as they have been in the past Motion by Ray seconded by Cogger to accept the guidelines with the changes that have been noted. Motion carried. Item 11: Next Meeting Date: Thursday, August 19, 2021 at 5:00 p.m. – Tentative Item 12: Library Reports: Arens reported that the Drummond library has been open fully to the public as of October 17, 2020. Current hours are Tuesday-Friday: 10:00-4:30 pm; Saturday: 9:00-1:00 pm. Arens reported that Drummond has begun doing online video instructions for cooking and has purchased four new towers for the computers. Drummond is now hosting virtual book club meetings through Zoom and have been able to add two new members to the board of trustees. Arens reported that the library has been able to get in contact with a contractor for work on the furnace. Lendved reported that Cable has been offering curb-side pickup only for an extended period and most of the patrons seem willing to follow the program. Cable has been very involved with getting the capital campaign going and will be meeting with the Executive Committee later to discuss the topic further. Nelson reported that the Bayfield library is continuing to offer curbside pickups and still offer a pop-up library which involves the library staff bringing wagons with materials outside to be checked out. Staff keeps track of items that are checked out and processes the items once they return inside. Bayfield is working on establishing a reopening guide based on guidelines/recommendations given by the Bayfield County Health Department. Nelson reported that he would be leaving employment at the Bayfield Public Library as he has been offered a job as the Director of a library in Menomonee, MI. Blanche reported that the Red Cliff library is doing its best to adapt to the COVID-19. The library switched to curbside pickup back in March 2020 when the pandemic hit the community. The local LCO Tribal College has set up outreach sites in Red Cliff and the Red Cliff library will be moving into a new building with an education center. Pendergrass reported that the Washburn Public Library has not been open to the public since March 2020, but the library has been offering sidewalk delivery, which has been working well. Item 13: Adjourn: There being no further business to discuss, Jelinek adjourned the meeting at 4:13 p.m. Respectfully, Paige a. terry, Clerk III, Bayfield County Administrator’s & Clerk’s Offices On behalf of Bayfield County Library Committee PAT cc: Ashland Daily Press, via e-mail