Colfax Public Library
Board of Trustees Meeting Minutes
December 2009
Present: Pat Eggert, Bev Keltner, Jean Olson, Mary Larson, Susan Olson and Lisa Ludwig.
Absent: JoAnn Mayfield (unexcused)
Agenda:
1. A quorum was established and the meeting was in compliance with the Open Meeting Laws.
2. Jean Olson was appointed to serve as acting secretary for the meeting.
3. The agenda was approved. Motion by Olson, second by Keltner.
4. Public comments – none.
5. The November meeting minutes were reviewed and approved, with a correction to the spelling of the name “Zons”. Motion by J. Olson, second by Eggert.
6. The November/December bills were approved and authorized for payment. Motion by J. Olson, second by Keltner.
7. The December Directors Report was reviewed. Ludwig reported that a laptop was purchased through UW-Stout. The possibility of offering the laptop for checkout was discussed. Lisa will poll other IFLS libraries about their policies. Lisa reported that the Sand Creek library will be doing electronic cataloguing on its collection. Keltner said she is available to help with that project.
8. Monthly Reports –
Village Board – (J. Olson) Jean reported that the Village Board would host a holiday open house on Thursday, December 17, and encouraged Board members to attend. The Village approved the 2010 budget at its November 24th meeting.
County Board – (Eggert) Nothing to report.
Colfax Municipal Building Restoration Group – (J. Olson) Nothing to report.
9. The resignation of Rhonda Hayden as a trustee was noted. Appreciation for Rhonda’s dedication to and work for the library was expressed. Names for possible replacements were suggested; Lisa will follow up so the Board can make a recommendation to the Village president. Larson agreed to serve as secretary until elections in April. Motion by J. Olson, second by Keltner to appoint Larson as secretary. S. Olson will talk with current trustees to confirm their willingness to continue serving on the Board.
10. A deadline of March 31st was set for the completion of a long-range planning process, both for a five-year time frame and for a 15- to 20-year timeframe. Trustees will review discussions regarding Goals 1 through 6 done in 2008 to see if anything needs to be added to or changed in the conclusions reached at that time, and the remaining Goals 7 through 9 will be subjected to a similar discussion as the others. Each trustee volunteered to take the lead on one or two goals.
Goal assignments are –
Goal 1 – S. Olson
Goal 2 – Larson
Goal 3 – J. Olson
Goal 4 – S. Olson and Larson
Goal 5 – Keltner
Goal 6 – Eggert
Goal 7 – Ludwig
Goal 8 – J. Olson
Goal 9 - Ludwig
Library employees may be involved in discussions. Meeting schedules and other details will be discussed at the January meeting. Lisa offered a proposed mission statement:
The Colfax Public Library promotes and encourages a love for reading and offers the opportunity to learn and grow.
11. Ludwig reported that Village employees met to determine cleaning responsibilities and schedules for the Municipal Building. She has been asked to share responsibilities for the women’s bathroom. Olson reported that she has authorized replacement of the flooring and that the Village Board will act on replacing the current baseboard heater. The Board approved Lisa’s participation in the cleaning tasks. Motion by Eggert, second by Larson.
12. The next meeting will be held January 19, 2010 at 5:30. The meeting was adjourned at 6:40 p.m. with a motion by J. Olson, second by Keltner.
________________________________
Susan Olson, President
Submitted by: Jean Olson, Acting Secretary
Colfax Public Library
Board of Trustees Meeting Minutes
November 17, 2009
Present: Jean Olson, Pat Eggert, Mary Larson, Susan Olson, Rhonda Hayden, and Lisa Ludwig
Absent: JoAnn Mayfield (excused), Bev Keltner (excused)
Agenda:
1. A quorum was established and this meeting is in compliance with the Open Meeting Laws.
2. The agenda was approved. Motion by J. Olson, second by Hayden.
3. Public Comments - None.
4. The November meeting minutes were reviewed, corrected and approved. Motion by
J. Olson, second by Eggert.
5. The August through November bills were discussed and approved. Motion by J. Olson, second by Larson.
6. The November Directors Report was reviewed. No action taken.
7. Monthly Reports -
Village Board - (J. Olson) Jean reported that the Village Board will be voting on the
budget resolution on November 23, 2009. Also, the Energy and Conservation grant was filed on time. A reminder that the deadline for filing papers for the vacant seat on the
Village Board is January 3, 2010. There is still currently one vacant position on the Board.
County Board - (Eggert) Pat reported that the Dunn County budget has passed. The CPL will be receiving the $63,870, which was requested. She also reported that the
Dunn County Library Planning Committee will be meeting on November 18, 2009.
Colfax Municipal Building Restoration Group - (J. Olson) - Jean reported that the CMBRG concert has been cancelled due to a scheduling conflict. Also, Jean reported
that at the last meeting of the CMBRG on November 16, 2009 it was decided that their
members would take on the responsibility of general cleaning certain public areas of the
building. Carpets and “deep” cleaning would be done by Service Master or other outside
company several times per year.
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Library Board Minutes
November 17, 2009
8. Broadband Fiber Grant - Letter of Support - Hayden and Ludwig reported that there have been
some changes with regards to the grant and they suggested that we wait until we receive
further information from either Gus at IFLSS or Dave Hayden, Eau Claire County IS Director.
9. Video Camera - Jean is still researching the addition of a digital video camera for the CPL.
She has not received a response from Jim Zahn, Videographer, as to his recommendation for
this equipment.
10. Internet Policy Proposed Change - The new WiFi policy was reviewed and approved on a
motion by J. Olson, second by S. Olson.
11. Long Range Plan - Because of the time constraints for December it was decided that
Board members should bring their calendars to the December Board meeting to work
out a schedule for January 2010. John Thompson would then be invited to attend
January’s meetings to assist with this process. The December Board Meeting would
focus on setting deadlines, assigning goals and setting up meeting times.
12. The next Library Board meeting will be held on December 15, 2009 at 5:30 p.m.. The meeting was adjourned at 6:35 p.m. with a motion by J. Olson, seconded by Hayden..
________________________________
Susan Olson, President
Submitted by: Rhonda Hayden, Secretary
Colfax Public Library
Board of Trustees Meeting Minutes
August 18, 2009
Present: Mary Larson, Bev Keltner, Jean Olson, Pat Eggert, Rhonda Hayden, and Lisa Ludwig
Absent: Susan Olson (excused), JoAnn Mayfield (excused)
Agenda:
1. A quorum was established and this meeting is in compliance with the Open Meeting Laws.
2. The agenda was approved. Motion by Hayden, second by Eggert.
3. Public Comments - None.
4. The June meeting minutes were reviewed and approved. Motion by Larson, second by Hayden.
5. The May/June bills were discussed and approved. Motion by Hayden, second by Keltner.
6. The August Directors Report was reviewed. No action taken.
7. Monthly Reports -
Village Board - (J. Olson) Jean reported that there is discussion regarding a new firehall.
The current firehall would be put up for sale and could be considered as an possible site
for the library. .There is a Village Board Committee currently working towards writing up
an Energy Efficient Block Grant proposal. This would be approximately $225,000 in grant money that would be used for items such as insulation, HVAC, solar hot water heaters, etc..
County Board - (Eggert) Pat reported that there are still some Dunn County Library
Committee members who are interested in moving to a County-Wide Library System, however, she is still opposed and will continue to keep us informed. She also noted
that Sand Creek Public Library will be joining the MORE system.
Colfax Municipal Building Restoration Group - (J. Olson) - Jean stated that the doors to the Municipal Building are refinished, however, Randy Valaske is still working on
the replacement of the hardware for the doors. She also mentioned that the Municipal Building Restoration Group will hold a brat and bake sale on September 19, 2009,
and will participate in the flea market on September 12, 2009 and asked if we have any interest in a book sale at that time.
8. Long Range Planning - Lisa reminded board members of the upcoming long range planning meeting to be held on August 25, 2009 from 5:30 p.m. until 6:30 p.m. at the Library.
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Library Board Minutes
August 18, 2009
9. Workforce - Lisa reported that she accepted a Workforce student employee for an 8 week period of time. John Bucholz is a Colfax High School student who works 20 hours per week. Lisa keeps track of his hours and he is paid by Workforce. His duties include cleaning and other miscellaneous library tasks. He would also be able to work in the Clerk’s office or Police Department if they had anything for him to do.
10. Self-Registration MORE Online Accounts - Lisa reported that there are currently many
glitches with this system that allows new patrons to register on-line and that the librarians end up having to gather additional information when the patron does come in to check out materials for the first time. She will not promote it until it is running smoother.
11. 2010 LSTA Digital Grant - This was a $5,000 grant which Lisa will be using to store
Ron Blakely’s tornado pictures in Madison at the State Historical Society.
12. Charter Communications - See Letter - Charter communication will begin charging for
Internet connections for the Library, Police Department and the Clerk’s Office. Officer Gehring has suggested that we combine all three departments into one. Lisa pointed
out, however, that the police department is a secured line, while the Library and Clerk’s
offices are unsecured. She is not sure how this could be handled. She will wait until
Charter contacts her to proceed.
13. Broadband Fiber Grant - Dave Hayden, Director of Information Systems at Eau Claire
County and a Colfax Library patron presented information regarding a grant that is being
worked on by Eau Claire County, Sacred Heart Hospital, IFLSS and other businesses in
Eau Claire. The grant money is part of the American Recovery and Reinvestment stimulus
package and has some exciting opportunities for increased internet bandwidth. Two advantages would be better quality bandwidth and significantly discounted rates. Dave
felt that it would be beneficial to the Colfax Library as well as the Village of Colfax to be a part of this opportunity and he suggested that the Library Board write letters of support to the DPI and will provide samples if we are interested. See other handouts.
14. Other new business - Jean Olson mentioned other grant opportunities and suggested that
we look into a grant that would allow the library to purchase a digital video camera for
Library and community use, as well as funds for an instructor. Staff and patrons would be required to attend a class on the camera and then they would be allowed to check it out, similar to checking out the digital projector. Jim Zons was suggested as an instructor for
this class. Lisa will look into this.
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Library Board Minutes
August 18, 2009
15. Job Search Classes - Lisa and Chris are gearing up for the job search classes that the
Library will be providing to patrons and non-patrons. The classes will be held after
hours and IFLSS has 4-5 laptops to loan out if necessary and if they are available. .
16. The next Library Board meeting will be held on September 22, 2009 at 5:30 p.m..
The Long Range Planning Session will be held on August 25, 2009 at 5:30 p.m at the
Library. Bev Keltner will be unable to attend this meeting.
The meeting was adjourned at 6:35 p.m. with a motion by Hayden, seconded by Eggert..
________________________________
Susan Olson, President
Submitted by: Rhonda Hayden, Secretary
Colfax Public Library
Board of Trustees Meeting Minutes
July 28, 2009
July 2009 meeting cancelled due to lack of quorum.
______________________________
Susan Olson, President
Submitted by: Rhonda Hayden, Secretary
Colfax Public Library
Board of Trustees Meeting Minutes
May 19, 2009
Present: Susan Olson, Mary Larson, JoAnn Mayfield, Bev Keltner, Rhonda Hayden, and Lisa Ludwig
Absent: Jean Olson (excused), Pat Eggert (excused)
Agenda:
1. A quorum was established and this meeting is in compliance with the Open Meeting Laws.
2. The agenda was approved. Motion by Mayfield, second by Larson.
3. Public Comments - None.
4. The April meeting minutes were reviewed and approved. Motion by S. Olson, second by Larson.
5. The April/May bills were discussed and approved. Motion by Hayden, second by Larson.
6. The May Directors Report was reviewed.
7. Monthly Reports -
Village Board - (J. Olson) No report.
County Board - (Eggert) No report. Lisa did mention that the Budget meeting had been
rescheduled to June 9, 2009.
Colfax Municipal Building Restoration Group - (J. Olson) - No report.
8. County Tax Exemption - as a formality the board needs to vote on exemption from
Dunn County taxation for library services annually. A motion was made by S. Olson and
seconded by Mayfield to pursue the exemption from Dunn County Taxes for 2010.
9. Report from Long Range Plan workshop - Lisa attended a workshop and came back with
ideas on how to proceed with the library’s long range plans. These ideas will be shared
at the Long Range Planning meeting on June 23, 2009.
10. The regular meeting was adjourned on a motion from Hayden, second by Mayfield to go into closed session under WI Statute 19.85 (1)(f) to discuss personnel issues.
11. The closed session was adjourned on a motion from Mayfield, second by Larson and the
regular meeting was continued.
12. The next Library Board meeting will be held on June 16, 2009 at 5:30 p.m..
The Long Range Planning Session will be held on June 23, 2009 at 5:30 p.m at the
Grapevine Senior Center. Sue Olson stated she will be unable to attend this meeting.
The meeting was adjourned with a motion by Hayden, seconded by Mayfield.
________________________________
Susan Olson, President
Submitted by: Rhonda Hayden, Secretary
Colfax Public Library
Board of Trustees Meeting Minutes
April 21, 2009
Present: Susan Olson Jean Olson, Mary Larson, Pat Eggert, JoAnn Mayfield, Bev Keltner, Rhonda Hayden, and Lisa Ludwig
Absent: None
Agenda:
1. A quorum was established and this meeting is in compliance with the Open Meeting Laws.
2. The agenda was approved. Motion by J. Olson, second by Hayden.
3. Public Comments - None.
4. The March meeting minutes were reviewed and approved. Motion by J. Olson, second by Mayfield.
5. The March/April bills were discussed and approved. Motion by Hayden, second by Mayfield.
6. The April Directors Report was reviewed.
7. Monthly Reports -
Village Board - (J. Olson) Jean reported that Chris Olson will begin his term on the
Village Board on May 1, 2009. There is one position left to fill on the Village Board.
County Board - (Eggert) At their last meeting, John Thompson gave a report on libraries, talking about usage, MORE, etc.. Lisa will be appearing before the Budget Committee
on May 6, 2009 to update them on the Colfax Library.
Colfax Municipal Building Restoration Group - (J. Olson) - Jean reported that the plans are continuing for the Municipal Building open house on Saturday, May 16. The cleaning crew will be coming in beforehand. There will be refreshments served in the gazebo and they will be holding a bake sale. The Library will also be having a book sale on this date.
8. Feasibility Study - In follow-up to John Thompson’s presentation at the March meeting, Jean
mentioned that Mineral Point paid $35,000 for a feasibility study for a new library. She did
not see the Colfax Village Board as being receptive to funding this type of study for Colfax.
Fund raising was discussed and Pat Eggert stated that she could ask the fund raisers at
the Myrtle Werth Hospital for suggestions and Lisa will follow-up with John Thompson about fund raising options.
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CPL Meeting Minutes
April 2009
9. Long Range Plan - Jean recommended that this item be tabled and a special session be held
to discuss long range plans. This was set up for June 23, 2009 at 5:30 p.m.
10. Author Programs - Lisa reviewed the last program, “Rain Gardens” that was attended by
7 people. Rhonda had also attended and mentioned that even with just 7 attendees the
seating space was crowded and because the Library was open, there was some distractions
with other patrons checking out books and using the workstations. Lisa may use the park
for the next workshop on May 28, 2009, or the Grapevine if it is available.
11. Other new business:
a. Jean brought up the retirement party for Marlin Raveling, from the Messenger. This
is going to be held at the Bowling Alley and will be an open house. She suggested thatthe Library donate a sheet cake for the event because of Marlin’s support of the library over the years. Sue Olson made a motion to donate a full sheet cake for the event, seconded by Pat Eggert. This passed unanimously.
12. The next Library Board meeting will be held on May 19, 2009 at 5:30 p.m..
The meeting was adjourned at 7:05 p.m.. Motion by Mayfield, second by Larson.
________________________________
Susan Olson, President
Submitted by: Rhonda Hayden, Secretary
Colfax Public Library
Board of Trustees Meeting Minutes
March 17, 2009
Present: Susan Olson Jean Olson, Pat Eggert, JoAnn Mayfield, Bev Keltner, Rhonda Hayden, Lisa Ludwig, also present was John Thompson from IFLS
Absent: Mary Larson (excused)
Agenda:
1. A quorum was established and this meeting is in compliance with the Open Meeting Laws.
2. The agenda was approved with changes. Motion by Eggert, second by J. Olson
3. Public Comments - None.
4. The February meeting minutes were reviewed and approved and changes to the January minutes were discussed. Motion by Mayfield, second by Hayden..
5. The February/March bills were discussed and approved. Motion by J. Olson, second by Mayfield.
6. The March Directors Report was reviewed.
7. Monthly Reports -
Village Board - (J. Olson) Jean reported that elections are to be held on April 7, 2009. It was also mentioned that the auditors have been working off and on during the last several
weeks going over the Village books to be completed by July 31, 2009.
County Board - (Eggert) Pat reported that the County Library Committee had met but
there was nothing new to report. The County Library Plan was approved.
Colfax Municipal Building Restoration Group - (J. Olson) - Jean reported that the CMBRG will be holding an open house on Saturday, May 16 and asked if the Library
would like to participate again. Lisa will look at staffing this open house and will look
at a possible book sale for the event..
Jean also mentioned that May is National Historic Restoration Month. The CMBRG has asked Nick Moen, a UWRF Theater Major graduate, for his opinions and suggestions for how the second floor theater area could be utilized. Nick has also recruited a colleague from Milwaukee for his input. Jean did mention that they found a substance under the stage that has been stored there for years that will need to be disposed of.
8. Feasibility Study - John Thompson from IFLS presented his feasibility study, which was
requested at the February meeting and this was discussed. John presented concerns such as
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CPL Meeting Minutes
March 2009
costs involved, space limitations, ADA compliance and structural support. He also gave
examples of other small communities that have built new libraries, such as Trempeleau and
suggested that the Colfax Library Board visit some of these sites to get ideas and to ask
questions. Ideas for how to proceed were also discussed. Jean Olson mentioned that
we should explore the Bremer Foundation as a possible source of funds for preliminary
expenditures, such as hiring an architect for a preliminary sketch. Also, it was suggested that a Building Committee be formed to proceed and John Thompson volunteered to be on this committee and suggested that other community leaders be included as well. No action was taken at this time. (A copy of the feasibility study can be found in this packet.)
9. Certificate of Deposit and Federal Identification Number - Jean Olson made the motion to
invest a total of $15,000 into 3 CD’s at Dairy State Bank, with $5,000 placed in each CD at 1 year, 18 months and 36 months. Pat Eggert seconded this motion and it was approved by the Board. This new motion was made to replace the original motion made in
January 2009 to invest at 3,6 and 9 months. John Jahr has been directed to invest these funds at Dairy State Bank. These accounts will stay as Village of Colfax accounts with the Library Board responsible for designating how these funds are spent.
Lisa asked if she should be trying to obtain a Federal Identification Number (FIN) for the
Library for business purposes. This was discussed and it was determined that this is not necessary for the Colfax Public Library, since there is no active Friends group and since
we do not have Foundation monies to direct the spending of. We will continue to use the
Village FIN and continue to use John Jahr for accounting and payroll for the Library.
10. New Library Logo - Lisa presented a new logo for the Colfax Public Library that was developed by staff at IFLS, who have done similar work for other MORE libraries.
Lisa would have all future brochures, letterhead, etc. printed with the new logo if it is
approved. There was discussion regarding the old logo, a possible community contest
to design a new logo, and the need for a new logo if we get a new library. Sue Olson
made the motion to not adopt the new logo at this time and this was seconded by
Jean Olson and passed unanimously.
11. ACT 150/420 - Lisa presented the ACT 150 calculations for 2008 Library Services (see
enclosed).
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CPL Meeting Minutes
March 2009
12. The next Library Board meeting will be held on April 21, 2009 at 5:30 p.m..
The meeting was adjourned at 7:05 p.m.. Motion by Mayfield, second by Hayden.
________________________________
Susan Olson, President
Submitted by: Rhonda Hayden, Secretary
Colfax Public Library
Board of Trustees Meeting Minutes-Unapproved
February 17, 2009
Present: Susan Olson, Pat Eggert, JoAnn Mayfield, Mary Larson, David Bennett & John Thompson.
Absent: Jean Olson, Rhonda Hayden & Bev Keltner
Welcome & Introduction: David Bennett, Field Experience UW-EC student.
Agenda:
1. A quorum was established and this meeting is in compliance with Open Meeting Law.
2. Agenda was approved. Motion by Eggert, second by Mayfield.
3. Public Comments – None.
4. January meeting minutes were reviewed. JoAnn Mayfield noted a change to item number 10, Ludwig will make the change. Minutes were approved. Motion by Mayfield, second by Eggert.
5. January/February bills reviewed. Motion made by JoAnn, second by Eggert.
6. February Director’s Report was reviewed and discussed. No action was necessary.
7. Monthly Reports –
a. Village Board – Olson absent, no report.
b. County Board – No news to report by Eggert.
c. Colfax Municipal Building Restoration Group – Olson absent, no report.
8. Welcome new library board member, Mary Larson.
9. John Thompson prepared a Power Point presentation, a handout was distributed to everyone. Discussion continued throughout the presentation. Thompson mentioned the Governor’s State budget would be released February 18, 2009 at 7 pm. If the Wisconsin public library systems were to endure a 10% budget cut in library funding, Indianhead Federated Library System (IFLS) would be faced with a $120,000 shortfall. This would possibly affect library courier service, staffing, subscription database service, which rely on LSTA funding, and other services provide by IFLS. Thompson mentioned he is still waiting to hear about the Stimulus package as far as how funding for public libraries will be affected.
Discussion continued after the presentation. Thompson talked about how the Colfax Public Library should consider a facility analysis to determine future library needs and goals. The facility analysis could help the library board determine what they need to plan for in twenty years and incorporate that information into the Long-Range Goals. S. Olson asked if Thompson could conduct the analysis for the library and Thompson said yes. He could possibly have something written as soon as March. By consensus, the library board determined Thompson should proceed with the facility analysis at no cost to the library.
10. A motion was made by Eggert to adjourn the meeting at 6:40 pm.
Susan Olson, President
Submitted by: Lisa L. Ludwig, Library Director
Colfax Public Library
Board of Trustees Meeting Minutes - Approved
January 20, 2009
Present: Susan Olson Jean Olson, Pat Eggert, JoAnn Mayfield, Rhonda Hayden, Lisa Ludwig
Absent: Bev Keltner (excused)
Agenda:
1. A quorum was established and this meeting is in compliance with the Open Meeting Laws.
2. The agenda was approved with changes. Motion by Hayden, second by Mayfield.
3. Public Comments - None.
4. The December meeting minutes were reviewed and approved with changes. Motion by Eggert, second Mayfield.
5. The December/January bills were discussed and approved. Motion by Hayden, second by Olson.
6. The January Directors Report was reviewed. Discussion was held regarding Tech Soup.
JoAnn Mayfield will bring this to the attention of the school. No further action was necessary..
7. Monthly Reports -
Village Board - (J. Olson) Jean reported that the Village has settled their labor contract.
County Board - (Eggert) Pat reported that Jim Faust had sent out letters indicating an incorrect amount for 2009. The original letter should be disregarded and this has been corrected.
Colfax Municipal Building Restoration Group - (J. Olson) - No report.
8. UW- Eau Claire Student - Lisa has been asked by UW- Eau Claire to accept a student who is currently enrolled in their LMED program. This internship will run from January 26, 2009
through May 8, 2009. It consists of 140 hours on-site. Lisa will be responsible for completion of evaluation forms and mentoring the student.
9. 2008 Operating Budget/End of Year Balance - Lisa provided the Board with copies of her revised 2008 Operating Budget. She also reported an remaining balance of $9,062.39. A motion was made by Hayden, seconded by Olson to direct Lisa to facilitate a laddered placement of savings account monies into three (3) $5,000 certificates of deposits at 3, 6 and 9 months. This was approved by the Board.
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CPL Meeting Minutes
January 2009
10. Accelerated Reading Program - JoAnn Mayfield reported that Bill Yingst, Colfax School District Elementary and Middle School Principal met with the Kiwanis to request
assistance in the form of a donation to assist with the AR Program incentives for the
participating students, which is not covered by grant monies. The Kiwanis did donate $1,500 for this program.
11. The next Library Board meeting will be held on February 17, 2009 at 5:30 p.m..
12. Vacant Library Board Position - Several candidates for the open board seat were discussed
and Lisa was asked to offer the open seat to Mary Larson. Mary would represent the Board
as a non-village resident. Jean Olson, Village President, will take this to the Village Board
for approval.
13. Long Range Goals - Goals 4-6 were discussed. Goals 7-9 were assigned for the next meeting.
14. This meeting was adjourned at 6:35 p.m..
________________________________
Susan Olson, President
Submitted by: Rhonda Hayden, Secretary
Colfax Public Library
Board of Trustees Meeting Minutes-Approved
December 16, 2008
Present: Susan Olson Jean Olson, Pat Eggert, Rhonda Hayden, Lisa Ludwig
Absent: JoAnn Mayfield (excused), Bev Keltner (excused)
Agenda:
1. A quorum was established and this meeting is in compliance with the Open Meeting Laws.
2. The agenda was approved with changes. Motion by J. Olson, second by Hayden..
3. Public Comments - None.
4. The November meeting minutes were reviewed and approved with changes. Motion by J. Olson, second Eggert.
5. The November/ December bills were discussed and approved. Motion by J. Olson, second by Hayden.
6. The December Directors Report was reviewed. No action necessary..
7. Monthly Reports -
Village Board - (J. Olson) Jean reported that there are currently four (4) village board positions open for the spring election. Village Clerk John Jahr continues to be out with surgery.
County Board - (Eggert) Pat explained the Dunn County Library Planning Committee’s
decision to proceed with the plans to explore the joint county library system.
Colfax Municipal Building Restoration Group - (J. Olson) - Jean had nothing to report on
the CMBRG activities.
8. Library Hours - Lisa presented her findings from the data she collected during the past month
regarding patron attendance along with information from other libraries of similar size within
the MORE system. There was discussion regarding how she could potentially staff
additional hours, such as Saturday mornings or later closings on Friday night. It was
suggested that we get more information from the other libraries who have extended hours with
the same or fewer FTE’s. Lisa will continue to gather the patron attendance statistics and
try to determine how the other libraries are able to staff the Saturday hours.
9. Long Range Plans - Lisa felt that it was difficult to just discuss the first three long range plans
without having the ideas written down first. Bev Keltner had sent her recommendations in prior to the meeting. For the 4th - 6th LRP’s the board members should write them down and
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CPL Meeting Minutes
December 2008
9. Long Range Plans (continued) - give them to Lisa prior to the next meeting.
10. Library Board Resignation - Steve Russell has officially resigned. Lisa has asked that
Board members e-mail her with suggestions for his replacement or bring them to the next meeting.
11. MORE Rental Policy - Discussion only. See Directors Report. No action taken.
12. The next Library Board meeting will be held on January 20, 2009 at 5:30 p.m..
This meeting was adjourned at 7:04 p.m..
________________________________
Susan Olson, President
Submitted by: Rhonda Hayden, Secretary
Colfax Public Library
Board of Trustees Meeting Minutes
November 18, 2008
Present: Susan Olson Jean Olson, Pat Eggert, Bev Keltner, JoAnn Mayfield, Rhonda Hayden, Lisa Ludwig
Absent: Steve Russell (excused)
Agenda:
1. A quorum was established and this meeting is in compliance with the Open Meeting Laws.
2. The revised agenda was approved. Motion by R. Hayden, second by J. Olson..
3. Public Comments - None.
4. The October meeting minutes were reviewed and approved with changes. . Motion by Mayfield, second by S. Olson.
5. The October/November bills were discussed and approved. Motion by Hayden, second by J. Olson.
6. The November Directors report was reviewed. The upcoming Holiday Tea was discussed. No action necessary..
7. Monthly Reports -
Village Board - (J. Olson) Jean reported that no action was taken at the Budget Review Meeting last week. The Village Board will vote at their next meeting. There is still a
vacancy on the board.
County Board - (Eggert) Pat reported that the Dunn County budget is done. There will be a Dunn County Library Planning Committee meeting at the Menomonie Library on
Wednesday. Pat will be recommending that the committee not proceed with plans to
pursue a joint county library system, as it does not meet our needs and will be costly to develop.
Colfax Municipal Building Restoration Group - (J. Olson) - Jean reported that the
CMBRG will be holding a lefse and craft sale at the Grapevine from 8:00 to 1:00 p.m.
on November 22, 2008.
8. Teen Advisory Board Update - Jenny Knipfer reported to Lisa that the TAB is asking the
Library Board for approval to purchase gaming software for the Library if they can raise the
money to purchase this software. It was determined that the Library should follow the
existing policy which does not allow gaming on Library computers.
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CPL Meeting Minutes
November 2008
9. Long Range Plans/Goals - This subject was tabled until the December meeting. At
that time Board Members should have read over the Vision and Mission statements
as well as the first 3 goals and strategies and have any suggestions to Lisa before
December 8, 2008. These will then be discussed at the December meeting.
10. Policy Workshop - Lisa attended a workshop on Library Policies and came back with
many suggestions and ideas for improvement. As time allows she will bring these to the Board for review.
11. Colfax School District Collaboration - Bev Keltner reported on her discussion with
Colfax Elementary Principal, Bill Yingst regarding working with the school to
create more awareness about the Public Library services, even agreeing to copy and
send home fliers with the students for programs. The Library and School are already
working together on the reading program and he seemed positive about any future
ideas that the Library may have for this joint venture. .
12. Misc. New Business - Bev Keltner reported that she will be teaching a class at Lakeland
College from January through April and asked to be excused for these meetings. A
suggestion was made to change the day of these meetings to Wednesday or Thursday, but
no action was taken at this time.
Rhonda Hayden brought up Steve Russell’s previous request to resign from the Library
Board because of his scheduling conflicts. It had been decided that because he was
such an asset to the board that we would wait out his schedule, however, in fairness to
Steve, we should allow him to resign if it is in his best interests at this time, with an
open invitation to rejoin in the future as his schedule allows. Lisa will discuss this with
Steve and get his input.
13. The next Library Board meetiing will be held on December 16, 2008 at 5:30 p.m..
This meeting was adjourned at 6:55 p.m..
________________________________
Susan Olson, President
Submitted by: Rhonda Hayden, Secretary
Colfax Public Library
Board of Trustees Meeting Minutes
October 21, 2008
Present: Jean Olson, Pat Eggert, Bev Keltner, JoAnn Mayfield, Rhonda Hayden, Lisa Ludwig
Absent: Steve Russell (excused), Sue Olson (excused)
Agenda:
1. A quorum was established and this meeting is in compliance with the Open Meeting Laws.
2. The revised agenda was approved. Motion by R. Hayden, second by Mayfield.
3. Public Comments - None.
4. The September meeting minutes were reviewed and approved with corrections. Motion by Eggert, second by Mayfield.
5. The September/October bills were discussed and approved. Motion by Hayden, second by Keltner.
6. The October Directors report was discussed. No action necessary..
7. Monthly Reports -
Village Board - (J. Olson) Jean reported that the budget will be reviewed and approved
at their next meeting. There is still a vacancy on the Village Board.
County Board - (Eggert) Pat reported that Dunn County will be meeting in November
to approve the levy.
Colfax Municipal Building Restoration Group - (J. Olson) - Jean reported that Pat Eggert
will be displaying the quilt at a quilt show at the Mabel Tainter Theatre through the end
of November and then Lisa will display it at the Library. Raffle tickets will be for sale
through the Library and CMBRG members. Also the Holiday concert will be held
on Saturday, December 16, 2008. The Dairyland State Bank will be hosting Santa and
sleigh rides on December 16, as well.
8. 2009 Operating Budget - Lisa presented her 2009 budget to the Village Board with
the revisions that were made at the September Library meeting.
9. Website Update - Lisa is working with IFLS to update the CPL website. She suggested
that board members visit other library websites to check out formats and get ideas for
what we would like to see available.
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CPL Meeting Minutes
October 2008
10. Teen Advisory Board - (See minutes) Jenny Knipfer is working with several Colfax
teens to try to renew the teen participation in the library.
11. Update Long Range Goals - Lisa handed out the long range goals for the CPL. It was
recommended that all board members review these goals and e-mail or discuss with Lisa any other ideas or goals that they would like discussed at future meetings. She would
appreciate receiving these by November 4, 2008.
12. The next Library Board meetiing will be held on November 18, 2008 at 5:30 p.m..
This meeting was adjourned at 6:16 p.m..
________________________________
Jean Olson, Vice-President
Submitted by: Rhonda Hayden, Secretary
Colfax Public Library
Board of Trustees Meeting Minutes
September 18, 2008
Present: Jean Olson, Pat Eggert, Sue Olson, JoAnn Mayfield, Rhonda Hayden, Lisa Ludwig
Absent: Steve Russell (excused), Bev Keltner (unexcused)
Agenda:
1. A quorum was established and this meeting is in compliance with the Open Meeting Laws.
2. The revised agenda was approved. Motion by J. Olson, Second by Hayden.
3. Public Comments - None.
4. The August meeting minutes were reviewed and approved with corrections. Motion by Mayfield, second by Eggert.
5. The August/September bills were reviewed and approved. Motion by J. Olson, second by Mayfield.
6. The September Directors report was not included in the packet and will be included in the October packet.
7. Monthly Reports -
Village Board - (J. Olson) Jean reported that there is still a vacant position on the
Village Board..
County Board - (Eggert) Pat reported that Dunn County has approved the budget and
the CPL funding appears to be up approximately 2%.
Colfax Municipal Building Restoration Group - (J. Olson) - Jean reported that the CMBRG will be holding a quilt raffle to raise money this fall.
8. Copier Purchase - Lisa and Rhonda reported on their meeting with Nancy Duncan, the
EO Johnson representative. Nancy had presented several different options for both the
Library and the Police Department (Pete Gehring had attending this meeting as well). Both
Lisa and Rhonda felt that a updated copier would be sufficient for our needs, rather than
paying for fax and scan capabilities. The service agreement would be a minimal increase
from $45 per month to $47 per month. The cost of the new machine would be $899. A motion was made by Mayfield and seconded by Eggert to purchase the new copier from
EO Johnson. Of note, the Village Clerk’s office will also be purchasing a new copier
from EO Johnson at this time.
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CPL Meeting Minutes
September 2008
9. 2009 Operating Budget and Staff Wages - Lisa presented her 2009 budget for the trustees
review. A 3% cost of living increase was approved for the staff and the budget was
approved with changes and additions to be made by Lisa before presentation to the
Village Board. Motion by Hayden, second by Eggert.
10. Staffing Concerns - Lisa brought the board up-to-date on staffing needs and changes.
Lisa will be discussing options with staff members and hiring staff as necessary to
cover shortages.
11. The next Library Board meeting will be held on October 21, 2008 at 5:30 p.m.. The meeting was adjourned..
________________________________
Sue Olson, President
Submitted by: Rhonda Hayden, Secretary
Colfax Public Library
Board of Trustees Meeting Minutes
August 26, 2008
Present: Jean Olson, Pat Eggert, Steve Russell, Bev Keltner, Rhonda Hayden, Lisa Ludwig
Absent: JoAnn Mayfield (excused), Sue Olson
Agenda: (See attached) Jean Olson, Vice-President will chair this meeting in President,
Sue Olson’s absence.
1. A quorum was established and this meeting is in compliance with the Open Meeting Laws.
2. The revised agenda was approved. Motion by Hayden, Second by Eggert.
3. Public Comments - None.
4. The July meeting minutes were reviewed and approved with corrections. Motion by Hayden, second by Eggert.
5. The July/August bills were reviewed and approved. Motion by Russell, second by Hayden.
6. The August Directors report was discussed. Lisa was authorized to sell the old computer
for any reasonable amount - motion by Eggert, second by Hayden. No further action taken.
7. Monthly Reports -
Village Board - (J. Olson) Jean reported that Wendy Axelson resigned her position on the Village Board at their last meeting. They will appoint someone to fill this position. The Village Board is still working on the smoke detectors. The Village
purchased a bike rack from Kyle’s Market for $125. Matt Uetz is going to contact
a plumber to fix the fountain. Jean Olson purchased dixie cups for patrons to get
water from the restrooms in the interim.
County Board - (Eggert) Pat reported that Dunn County will hold budget meetings
next week and we should have a good idea of reimbursement at that point.
Municipal Building Restoration Group - (J. Olson) - Jean reported that Tom Jeffries
would be touring the municipal building on Friday, September 5. The Jeffries Founda-
tion is a source of funding for municipal theatre restoration. The MBRG will be cleaning prior to September 5. Jean also reported that the Tornado Commemoration program held at the Mabel Tainter Theatre on August 10th, 2008 was poorly attended but very well done. She also reported that the MBRG has received donations from several local
individual’s estates.
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CPL Meeting Minutes
8. Welcome New Library Board Member - Bev Keltner has agreed to serve on the Colfax
Public Library Board of Trustees. She is replacing Leah Kaeppe, who recently relocated to Minnesota. Introductions were made.
9. Copier Replacement - Lisa has requested that we look at options for replacing the old
Canon copier. This machine was purchased in 1997 along with the same model in the
Police Department. Lisa had requested a quote several years ago from EO Johnson, but
it was felt that this quote needed to be updated, along with a quote from Xerox. Jean Olson suggested some cheaper alternatives to purchasing or leasing through an office machine company. Also, it was discussed whether a fax machine or scanner was necessary. Jean Olson mentioned that the Drug Store has faxing capabilities now, as well as the clerk’s
office. Lisa mentioned that John Jahr was now charging the Library for faxing services and
Jean Olson indicated that she would look into this. Lisa will contact the representatives from
EO Johnson and Xerox and have them come in to discuss our options. Rhonda Hayden
volunteered to sit in on these discussions and they will bring back information for the next
meeting.
10. Staff Member Concerns - Lisa mentioned that one of her staff members has reported a male patron, who comes into the library frequently, staring at female patrons and staff members and making them uncomfortable. Lisa has spoken to Officer Gehring about this
individual and Lisa will speak to the patron at her earliest opportunity.
11. Library Signage - Lisa reported that the exterior library sign has cracked and paint has
peeled from the lettering. The sign was repainted last year and has a warranty associated
with those repairs. She will contact the sign company and see what needs to be done.
12. Informational Updates - Lisa reported that we received a $200 donation from a past
resident of Colfax and she will be sending a thank you. She also reported that she
presented Ted Ludwig with a $100 gift certificate for his assistance as a computer
updating technician. Carpets will also be cleaned in September.
13. The next Library Board meeting will be held on September 16, 2008 at 5:30 p.m.. The meeting was adjourned..
________________________________
Jean Olson, Vice President
Submitted by: Rhonda Hayden, Secretary
Colfax Public Library
Board of Trustee Meeting Minutes
July 15, 2008
Present: Jean Olson, Pat Eggert, Steve Russell, Susan Olson & Lisa Ludwig.
Absent: JoAnn Mayfield (excused), and Rhonda Hayden (excused).
Agenda: (See attachment) Susan Olson (President) chaired the meeting.
1. A quorum was established and this meeting is in compliance with the Open Meeting Laws.
2. The agenda was approved. Motion made by Jean Olson, Second by Pat Eggert.
3. Public comment – None.
4. The June meeting minutes were reviewed and approved. Motion by Pat Eggert, Second by Steve Russell.
5. The June/July bills were reviewed and approved. Motion by Jean Olson, Second by Pat Eggert.
6. The July Director’s Report was discussed. No action taken.
7. Monthly Reports –
a. Village Board (Jean Olson) reported that Matt Uetz made his decision in purchasing a bicycle rack after researching choices. The new bike rack will cost $300 and there will be no shipping cost if Lee Bjurquist can drive up to the Twin Cities to pick up the rack. Jean suggested that Matt meet with Lisa Ludwig and Pat Eggert to decide upon a location for the new bicycle rack. Matt Uetz also met with Lisa about the installation of the new smoke alarms. Olson updated the library board about a new policy change. Work orders will now be used when specific jobs need to be completed within the building or Village. Work orders should be submitted to John Jahr.
b. County Board (Pat Eggert) reported the County has been very busy with drafting a space plan for the Governmental building in Menomonie. Eggert reported that budget amounts for departments have not been decided as of July, but hopes the library will know by August or September. Ludwig asked Eggert if the County Administrator (Gene Smith) had been working on the library proposal for restructuring the Dunn County libraries. Eggert replied no she has not heard anything yet.
c. Colfax Municipal Building Restoration Group (Jean Olson) reported the Russell’s will be performing the Tornado Commemoration program at the Mabel Tainter Theater on August 10th, 2008.
8. Current Business –
New Library Board Member – Ludwig reported that Bev Keltner has decided to join the the Colfax Library Board and fill the vacancy of Leah Kaeppe. Jean Olson reminded the other board members that the appointment needs to go through her (Village Board President). Olson will draft a letter and send it to the Village Board and Keltner. Keltner will officially start at the August meeting.
Internet Computer & Centurion Technologies – Ludwig reported she had purchased Centurion Technologies Cornerstone software for all the Public Access computers. The software will not allow downloading or settings to be changed by library patrons. Ludwig explained that once the computers are rebooted, the computer system goes back to the original settings. This will help with the problem of Myspace & Facebook photos or other teen (tween) problems. Also, the new Internet computer has been ordered through Dell for a cost of $1,417.38, which is slightly higher than expected. A 19 inch monitor was also ordered since this computer is designated for persons with visual impairments (handicap accessible). A one GB memory stick has also been ordered for another Internet computer to boast the speed. The price for the memory stick is $125.98.
9. New Business –
Air Conditioning Maintenance & Cleaning - Since having the air conditioning unit vacuumed and clean by Craig Johnson, Ludwig reported her bronchial problems have cleared. Ludwig asked if the building had ever had its air quality tested for molds since her doctor recommended this, but no one knew for sure. Jean Olson suggested the dehumidifier be checked by one of the employees to see where the water is draining. Olson knew the drain in the downstairs kitchen does not properly drain so this might be a problem. Olson also suggested that Ludwig build an air conditioning replacement plan into her future library budgets. A new unit will need to be purchased in the future.
Proctoring Tests – Add Fee –Ludwig proposed to the library board that a new policy be added to require a fee for proctoring adult tests. Since schools or colleges are administering tests online, proctoring has become more time consuming. The board agreed that a $50 proctoring fee be charged to the school for each test. Ludwig is to come up with a schedule of proctoring fees for schools and colleges.
Updating Policy on Damaged Items/Missing Parts –Ludwig explained the more and more items or parts are becoming damaged through patron usage and the current policy does not spell out a specific replacement fee for these items. For example, a replacement fee for a damaged DVD sleeve should be added to a patron’s account. Ludwig listed items that need to be added to the policy:
DVD Sleeve DVD cases Colfax CD Labels Spine Labels Jewel Case
Audio Book Sleeve Barcodes
The board decided a flat fee of $5.00 be charged for damaged or missing parts listed above. Ludwig will update the library policy manual. The board also suggested an informal sheet be available to patrons to let them know of the new charges applied.
Carpet Cleaning – Ludwig reported her husband (Ted) has volunteered to clean the carpets in the library in the next few months. A couple extra people will be needed to help move furniture in and out of the library. The carpet cleaning will be done on a Friday night or Saturday. Ludwig emphasized this would be a volunteer job and Mr. Ludwig would not be asking a fee to clean. All board members approved.
Before adjourning, Susan Olson informed the board about the sudden death of Mary Larson’s daughter (Mary Larson was the former Library Director). Olson suggested the board send a card to the family and also purchase a book in memory of Mary’s daughter Cyndi. Ludwig will speak with Mary Larson within the month to find out what type of book to purchase in her honor. Olson suggested spending up to $50. A motion was made by Sue Olson and second by Jean Olson.
The next library board meeting will be August 26, 2008 @ 5:30 pm. The meeting was adjourned at 6:20 pm.
Susan Olson, President
Submitted by: Lisa Ludwig, Library Director
Colfax Public Library
Board of Trustees Meeting Minutes
June 17, 2008
Present: Jean Olson, Pat Eggert, Steve Russell, Rhonda Hayden, Lisa Ludwig
Absent: JoAnn Mayfield (excused), Leah Kaeppe (resignation accepted) , Sue Olson
Agenda: (See attached) Jean Olson, Vice-President will chair this meeting in President,
Sue Olson’s absence.
1. A quorum was established and this meeting is in compliance with the Open Meeting Laws.
2. The revised agenda was approved. Motion by Hayden, Second by Eggert.
3. Public Comments - None.
4. The May meeting minutes were reviewed and approved. Motion by Eggert,
second by J. Olson..
5. The May/June bills were reviewed and approved. Motion by Hayden, second by Russell.
6. The June Directors report was discussed. No action taken.
7. Monthly Reports -
Village Board - (J. Olson) Jean reported that battery operated smoke detectors will be
installed in the Village Hall within the next few weeks. Matt Uetz, Village Board
Member will be looking into the cost and installation of a bike rack for the Municipal
Building as well as getting the water fountain fixed. The idea of a bottled water service
was denied. Also, she reported that a new foot bridge should be completed by the start of the Colfax Free Fair.
County Board - (Eggert) Pat reported that the Dunn County Library Planning Committee voted to give Gene Smith the authorization to investigate alternatives to the current ACT
150 payment plan and he will be reporting back to the committee with his report.
Municipal Building Restoration Group - (J. Olson) - Jean reported that the Tornado Commemoration program will be presented at the Mabel Tainter Theatre on August
10th, 2008.
8. Bike Rack & Drinking Water Dispenser - (see Village Board Report above)
9. Trustee of the Year Award - Rhonda Hayden was presented with the 2008 Dunn County
Trustee of the Year Award. Lisa Ludwig had put her name in as a candidate for this award.
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CPL Meeting Minutes
10. New Internet Computer - Lisa has requested a new computer for patron use, since the
volume of usage continues to increase and at least one of the computers is an older, slower model. A motion was made by Jean Olson, seconded by Hayden to authorize Lisa to
purchase a new computer at a cost not to exceed $1300. This was approved.
11. Cybersitter - Lisa described the Cybersitter software and after discussion it was
recommended that Lisa continue to research Cybersitter as well as contacting Facebook and MySpace to see if they have internal blocks to prevent the downloading of objectionable
materials.
12. The next Library Board meeting will be held on July 15, 2008 at 5:30 p.m.. The meeting was adjourned at 6:26 p.m.. .
________________________________
Jean Olson, Vice President
Submitted by: Rhonda Hayden, Secretary
Colfax Public Library
Board of Trustees Meeting Minutes
May 20, 2008
Present: Jean Olson, Pat Eggert, Leah Kaeppe, JoAnn Mayfield, Steve Russell, Rhonda Hayden, Lisa Ludwig
Absent: Sue Olson
Agenda: (See attached)
1. A quorum was established and this meeting is in compliance with the Open Meeting Laws.
2. The revised agenda was approved. Motion by Hayden, Second by Kaeppe.
3. Public Comments - None.
4. The April meeting minutes were reviewed and approved. Motion by Mayfield,
second by Eggert.
5. The April/May bills were reviewed and approved. Motion by Hayden, second by Kaeppe.
6. The May Directors report was discussed. No action taken.
7. Monthly Reports -
Village Board - (J. Olson) Jean reported that she has been appointed Village Board President. The issue of smoke detectors had been tabled at their last meeting. The Village Board is currently in the process of deciding who to hire to replace the
Deputy Village Clerk.
County Board - (Eggert) Pat reported that the Dunn County Library Planning Committee will be meeting at 6:30 p.m. tomorrow evening to take a vote to determine whether to
direct Dunn County Administrative Staff to look into the Joint County Library System and to come up with a plan for implementation. This was in followup to the meeting that was held in Sand Creek as it relates to ACT 150 payments to other counties. Olson, Russell and Hayden who also attended the Sand Creek meeting gave their views as to this change.
Municipal Building Restoration Group - (J. Olson) - Jean reported that the MBRG will
be having a cleaning crew come in prior to the Tornado Commemoration Open House
which will be on Saturday, June 7 from 10-noon. Lisa invited the Library Board
members to attend the open house in the Library.
8. Board Member Replacement - Leah Kaeppe was present at the May meeting and is planning on attending in June if she is still in the area. Board Members read Leah’s thank you for her gift certificates. Replacements were discussed.
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CPL Meeting Minutes
May l 2008
9. Library Policies - Lisa requested that the updated Library policy manual be signed by all
current board members. All present signed as indicated.
10. Dunn County Library Planning Committee meeting - Pat will take the information that was discussed (see monthly reports) to the Committee for the vote on May 21, 2008.
11. Culligan Drinking Water & Bicycle Rack - Lisa reported that Patrons have been asking for
drinkable water and a bike rack out in front of the Municipal Building. She researched the
possibility and expense of a Culligan Water dispenser ($ varies) and bike rack (about $500). J. Olson felt that this should be under the jurisdiction of the Village, rather that the Library and she will present it to the Village Board in the near future.
12. Accelerated Reading Program - JoAnn Mayfield reported that she has sent out sign-up sheets for the AR program and over 100 children have signed up. With the additional workstations at the Library, the reading program should be able to be accommodated at the Library. The Math AR tests can only be taken at the school during JoAnn’s scheduled times. She also
reported that AR is adding 200-300 quizes per week to the system, so kids may be able to check back to see if a book has been added.
13. The next Library Board meeting will be held on June 17, 2008 at 5:30 p.m.. The meeting was adjourned at 6:55 p.m.. .
________________________________
Jean Olson, President
Submitted by: Rhonda Hayden, Secretary
Colfax Public Library
Board of Trustees Meeting Minutes
April 11, 2008
Present: Jean Olson, Pat Eggert, Leah Kaeppe, JoAnn Mayfield, Rhonda Hayden, Lisa Ludwig
Absent: Sue Olson, Steve Russell (excused)
Agenda: (See attached)
1. A quorum was established and this meeting is in compliance with the Open Meeting Laws.
2. The agenda was approved. Motion by R. Hayden, second by Kaeppe
3. Public Comments - None.
4. The March meeting minutes were reviewed and approved. Motion by Kaeppe,
second by Mayfield.
5. The March/April bills were reviewed and late fees on charge cards were discussed. J. Olson
will discuss late charges with John Jahr. The bills were approved. Motion by Mayfield,
second by Hayden..
6. The Directors report was discussed. No action taken.
7. Monthly Reports -
Village Board - (J. Olson) Jean reported that there is no Village Board President yet. The new Village Board added Mark Halpin as a write-in candidate.
County Board - (Eggert) Dunn County had their reorganizational meeting today. Pat
will still serve on the Library Board and the Dunn County Library Planning Committee. Phil Sawin will still chair that committee.
Municipal Building Restoration Group - (J. Olson) - Jean reported as the Tornado
Committee representative and indicated that they are still planning on an open
house in the municipal building from 9:30 a.m. until 12:00 on June 7, 2008.
8. New Board Member Replacement - Leah Kaeppe was presented with a gift certificate for her service to the Library Board. Her last meeting will be determined by when they move. Suggestions for new board members was made. Lisa will consider these suggestions and inquire as to their desire/ability to serve.
9. Space Needs Workshop - Pat and Lisa attended this IFLS sponsored workshop. It was an
informational presentation on how to develop a plan for expansion and/or building.
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CPL Meeting Minutes
April 2008
10. Elections - It was decided that the Board would remain intact with Sue Olson assuming the
President’s seat and Jean Olson the Vice-President position. Rhonda Hayden will continue as the secretary.
11 Dunn County Library Planning Committee meeting - Lisa requested that any Board Members who were interested in the Library Consolidation issues that were going to be discussesd
at the next meeting of the DCLPC on April 23, 2008 should try to attend. There will be
a presentation by John Thompson of IFLS. This meeting is going to be held in Sand Creek
at 4:00 p.m..
12. E-Commerce Issue - tabled.
13. Library Webpage - tabled.
14. The next Library Board meeting will be held on May 20, 2008 at 5:30 p.m.. The meeting was adjourned.
________________________________
Jean Olson, President
Submitted by: Rhonda Hayden, Secretary
Colfax Public Library
Board of Trustees Meeting Minutes
March 11, 2008
Present: Jean Olson, Pat Eggert, Sue Olson, Leah Kaeppe, Rhonda Hayden, Lisa Ludwig
Absent: Steve Russell (excused), JoAnn Mayfield (excused)
Agenda: (See attached)
1. A quorum was established and this meeting is in compliance with the Open Meeting Laws.
2. The agenda was approved. Motion by S. Olson, second by Hayden
3. Public Comments - None.
4. The January meeting minutes were reviewed and approved. Motion by S. Olson
second by Kaeppe.
5. The February meeting minutes were reviewed and approved. Motion by Hayden,
second by S. Olson.
6. The February and mid-March bills were reviewed and approved. various topic were discussed.. Motion made by Kaeppe, second by S. Olson to accept.No action necessary.
7. Monthly Reports -
Village Board - (J. Olson) Jean reported that the wiring is in place for smoke
detectors in the Village Hall and they are looking into what type to install. Also, she
reported that there is presently no Village Board President and they probably will not
fill that position until after the April election. Also, Jean mentioned that the Deputy
Clerk of the Village is retiring on April 30, 2008.
County Board - (Eggert) No report, other than she will be attending a space planning
workshop with Lisa in Menomonie.
IFLS Board (Hayden) - No Report. This item can be taken off future agenda’s since Rhonda is no longer serving on that board.
Municipal Building Restoration Group - (J. Olson) - No report.
8. Policy Updates - Lisa reported that several new policies have been developed and they need the approval of the Library Board prior to inclusion in the policy manual. Each policy was acted upon individually (see copies of policies):
Programming - Motion made by S. Olson second by Eggert to accept this policy
with changes.
Reference - Motion made by Hayden, second by Olson to accept this policy
with changes.
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CPL Meeting Minutes
March 2008
Volunteer - Motion made by Hayden, second by Kaeppe to accept this policy
with changes.
Patron Rules of Conduct - Replaces Patron Responsibility Policy. Motion made by
Kaeppe, second by S. Olson. to accept this policy with changes.
Disaster - Motion made by Eggert, second by Eggert to accept this policy
with changes.
Lisa will make all necessary changes and update the policy manual and provide the
Board with revised copies.
9. Savings Account Update - Lisa had expressed some concern over the Libraries low interest
rate on the money market account at Bremer Bank. J. Olson provided the Board with a current interest schedule from various banking institutions. It was agreed that we want to
keep this account fairly liquid and CD’s would restrict access to these monies.
Therefore it was decided to leave this in the money market account at Bremer Bank.
10. Library Furniture - Lisa has rearranged the furniture to accommodate the new workstations. She is not sure if this is the final placement of the furniture/workstations and will
continue to modify the arrangements if necessary.
11 Board Member Leah Kaeppe, has announced her intention to resign from the Library
Board effective following the May 2008 meeting. She and her family are moving back
to Minnesota. Discussion regarding her replacement will be placed on the April agenda.
12. Tornado Commemoration Group - Jean Olson has asked if the Library would
consider actively supporting the CTCPC’s efforts with a donation of $100 to help
cover costs of duplicating materials for use in the Library. This was approved.
13. The next Library Board meeting will be held on April 15, 2008 at 5:30 p.m.. The meeting was adjourned at 6:20 p.m...
________________________________
Jean Olson, President
Submitted by: Rhonda Hayden, Secretary
Colfax Public Library
Board of Trustees
Meeting Minutes
February 26, 2008
Present: Pat Eggert, Steve Russell, Jean Olson, Susan Olson, Lisa Ludwig
Absent: Rhonda Hayden (excused), Leah Kaeppe (excused), JoAnn Mayfield (excused)
Agenda: (See attached)
1. A quorum was established and this meeting is in compliance with Open Meeting Law.
2. Agenda was approved.
3. No one was present for Public Comment.
4. No January minutes were available.
5. January/February 2008 bills were reviewed and approved. Motion made by Susan Olson, second by Pat Eggert.
6. February Director’s Report was reviewed and questions were asked. Ludwig mentioned after preparing her report, she had something else to add. Ludwig booked the TRACES Buseum Tour to stop by the Colfax PL on Monday March 10th from 5-8 pm. This year’s exhibit will cover Midwest POWs during WWII.
7. Monthly Reports:
a. Village Board (J. Olson) – The Municipal hallway was wired for smoke detectors and the Village Board is looking into installing detectors. Mike Keilholz will be contacted. It was reported that the Village currently is without a Village Board President due to Kat Mueller resigning in early February. No one specifically has been appointed to take her place.
b. County Board (P. Eggert) – The Dunn County Library Plan was approved in January 2008. Ludwig asked if the County Board Members have met to talk about merging the four Dunn County Libraries, as proposed by Gene Smith, County Administrator. Eggert replied, no one has met outside the Library Plan Committee.
c. IFLS Board – Nothing to report.
d. Building Restoration Group – The group is still making plans for the tornado commemoration.
8. Current Business: New Internet workstations are set up with new desks and new computers. Ludwig reported that Ted Ludwig spent a total of 8 hours setting up the new computers and assembling the new desks and computer workstations. Jean Olson made a motion to give Ted Ludwig a $100 gift card of his choice for all his time and work on the new Internet computers. Susan Olson second. The board members discussed the possibility of purchasing a new table and chairs, or creating a “lounging” area for patrons. It was agreed that this issue would not be looked at until next month, and further discussion will take place.
9. Savings Account – Ludwig brought up the possibility of transferring money from the Savings Account into a Certificate of Deposit since our account has over $16,000. Olson will look into interest rates of CDs verses Money Markets. Olson mentioned that it might not be worth the bother to transfer money if the interest rates are very similar. Olson will report back next month.
10. New Policy Changes – The board members discussed the policy change for “Adverse Weather.” It was discussed that the Colfax PL should go along with the Colfax School District weather policy. Jean Olson also mentioned she would like to see a message recorded on the library answering machine to state when we will close because of bad weather, or use an bulk email to all Colfax patrons. Jean Olson voiced her opinion about hourly-waged employees being paid for days off because of adverse weather conditions. Ludwig stated that the policy was voted in several years ago that all employees would be paid, Sue Olson agreed. The remaining policies were tabled for next month.
11. Dunn County Library Plan Representative – Pat Eggert reported a representative from Menomonie was chosen to serve on the Dunn County Library Plan Committee.
12. Managing Library Bills – Ludwig reported that in December John Jahr, Village Clerk issued a late payment to Elan Card Services (Bremer credit card) and the library was charged a $35 fee on a $36 credit card bill. Jean Olson reported she did talk to John Jahr about paying the credit card promptly and there is nothing else we can do about this situation. Ludwig stated she will just remind John when the bill comes in.
13. 2007 Annual Report – the library board reviewed the handout Ludwig presented on the annual report statistics. Questions were asked about operating figures and circulation statistics.
14. The next meeting will be Tuesday March 11, 2008 @ 5:30 pm. Sue Olson made a motion to adjourn the meeting and J.Olson second.
Jean Olson, President
Submitted by: Lisa L. Ludwig, Library Director
Colfax Public Library
Board of Trustees Meeting Minutes
January 15, 2008
Present: Jean Olson, Pat Eggert, Sue Olson, Steve Russell, Rhonda Hayden, Lisa Ludwig
Absent: Leah Kaeppe (excused), JoAnn Mayfield (excused)
Agenda: (See attached)
1. A quorum was established and this meeting is in compliance with the Open Meeting Laws.
2. The agenda was approved. Motion by Hayden, second by Olson.
3. Public Comments - None.
4. The November minutes were reviewed and approved. The December meeting had been cancelled due to a lack of a quorum. Motion by Olson, second by Hayden.
5. The November, December, and mid-January bills were reviewed and approved after
discussion. Motion by Olson, Second by Hayden.
6. The December and January Directors Reports were reviewed and various topic were discussed.. No action necessary.
7. Monthly Reports -
Village Board - (J. Olson) The Village Board, at their December 10th meeting, voted to approve the 2008 library budget and place the 2007 remaining library funds into a savings account at Bremer Bank. Also of note, the Village employee who cleans the restrooms is out on a workman’s compensation disability and no one has been assigned to complete these duties.
County Board - (Eggert) John Thompson from IFLS presented information on the impact of a Joint County Library System for Dunn County. This is in conjunction with the Dunn
County Library Planning Committee..
IFLS Board (Hayden) - Rhonda reported that her 3 year term at IFLS has expired and she will no longer serve on that Board. Steve Rasmussen has been given the names of
Colfax PL Board members and may be contacting them to replace her on the IFLS and
Dunn County Library Planning Committees. .They may seek a rural candidate from one of the other rural library boards as well.
Municipal Building Restoration Group - (J. Olson) - Jean reported that the MBRG has new notecards for sale as a fundraiser. She also reported that the June 4 and June 7 activities for the Tornado Group are moving along.
8. Accelerated Reading Program - Tabled in the absence of JoAnn Mayfield.
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CPL Meeting Minutes
January 2008
9. Staff Update - The Library is full staffed again with all medical leave of absences completed
with the exception of P. Larson. Lisa will set up a meeting with Peggy to discuss her
decisions with regard to working at the library.
10. Village of Colfax 2008 Levy Amount - (see Village Board report under Montly Meetings)
11. Addtional Internet Stations - Lisa has received a quote of $2,565 for an Optiplex workstation
which includes a 2 year warranty (no Vista). She is also looking at furniture arrangements
and possibly purchasing additional furniture to accommodate the additional workstation.
12. Outreach Ideas & Discussion on Job Description - tabled.
13. Dunn County Library Planning Committee Representative Needed - (see IFLS Board
Report under Monthly Meetings.)
14. Furnace Problems - Policy discussed and approved with changes.
15. AARP Tax Preparation - Jean Olson discussed the possibility of utilizing the Library to
assist Seniors with tax preparation and e-filing. This should not present a problem and
the Board agreed to allow this.
16. Savings Account - tabled.
17. New Policy Updates - tabled.
18. Dunn County Librarian’s Meeting has been rescheduled to January 14, 2008. Discussion
tabled.
19. The next Library Board meeting will be held on February 19, 2008 at 5:30 p.m.. The meeting was adjourned.
___________________________
Jean Olson, President
Submitted by: Rhonda Hayden
Secretary