Public Library Board August 18

The Scheben Branch Youth Services Manager gave a presentation on her selection for a seat on the Newbury Committee, a select committee that reviews children’s books and picks the most prestigious children’s book to award the Newberry Medal.

Public Comment

Joe from Florence attended again and expressed his frustration with the lack of attention to his issues regarding the Florence branch, although he did commend the Florence Police Dept for rooting out some of the individuals who were trespassing or dealing drugs. He actually attended the weekly food giveaway and brought in a bag that was just left in the parking lot by the recipient. He also had pictures of the food giveaway and a camper he claimed stayed in the lot overnight. Joe also wanted to know why the branch isn’t open on Sundays and wants a camera in the library. A motion was made by board member Rich to outline a to-do list for the director and board members, as apparently Executive Director Carrie Herrmann (CH) has yet to meet with Joe at the Florence branch as promised at last month’s meeting. (She indicated this will still happen but she had a very busy few weeks). 

Director’s Report

CH highlighted three grants received by the Boone County Public Library (BCPL): $9,000 to set up the historical walking path to be established for the 250th anniversary of the country; $9,000 from Duke Energy Foundation for programs; and $5,000 from the Kentucky Department of Library Archives (KDLA) for staff continuing education. 

It has come to the BCPL staff’s attention, via monitoring, that patrons were requesting wireless printing; this service has now gone live and has generated $300 in revenue for the BCPL. 

CH conducted a walk-through of the Walton branch at the 11th month to ensure no issues need to be addressed before the 12-month warranties expire.

CH was able to get the fee required by the community engagement consulting firm retained by the Chapin Memorial Library (CML) ad hoc committee reduced from $34,500 to $29,500. The contract is due Tuesday for Chairman Jackson’s signature.

In response to concerns by the Board, CH confirmed ongoing senior management meetings and all-management meetings are being held to discuss AI and how it may affect the library system. The Board requested a date from CH when she can provide the Board with a progress report. CH is to get back to the Board with a date. 

Accountant’s Report

Board member Dutton-Lambert requested an update on the status of her recommendation as to how reimbursements are handled, but apparently it was already decided it is more efficient to continue the current process with multiple checks to reimburse staff.

The June financials were provided in draft until September to ensure all outstanding items attributable to the fiscal year ending June 30, 2025, are accounted for. As of the fiscal year end there are $79,500,000 in assets and another $7,100,000 in the capital outlay account. Total disbursements for the year totaled $7.6 million. This amount is over the budgeted amount so a transfer will need to be made from the general fund to the capital outlay fund. 

$9.3 million in tax revenue is expected to be received by the BCPL. Board member Reisz expressed concern that travel expenses were 22% over the budgeted amount. CH said that issue has been resolved for the 2026 projected budget. 

Business

The Board member’s Code of Conduct document was corrected from last month’s meeting and was distributed and signed by each board member. 

The Executive Director’s evaluation form was approved in July and CH provided a copy for each member’s file.

CH presented the revised Conduct of Meetings policy in response to the Board’s request regarding the public comment process. CH discussed with Matthew West, the County Administrator, and the superintendent of the Boone County schools to see how they handle. This document is a “first look” and the Board will address more fully at the next meeting.

There was discussion on policy if 10 or more residents come to speak on the same topic; e.g. CML. Ex-Officio Board Member Hand indicated that if these individuals take the time to show up at a public meeting, they should have time to speak. Apparently, the public comment time is being extended from 15 to 45 minutes. As part of the discussion, it was revealed that the BCPL Board does not follow Robert’s Rules of Order but an abbreviated version called “Bob.” Hand suggested adopting this formally but that if anything falls outside “Bob” procedures, then the Board should follow the more formal Robert’s rules. CH requested that comments on the document be provided to her by the Board members by September 5. 

As part of the Board’s business, there was further discussion regarding the Florence branch issue (Joe did not remain for this). The food giveaway is sponsored by a Baptist church and is called PIN ministry, which provides food to various partner stops; the Florence branch is one. They are at the branch about 30 minutes on Mondays and typically 15 to 20 people show up. CH and the facilities director are working with the landscaper to thin out the shrubs and actually install some fencing to keep vagrants out of the area at night. CH and Board member Rich have actually attended a couple of these food ministry feedings, which they felt went smoothly and quickly. With regard to Sunday hours, they eliminated those during the pandemic, and as the public seems to want more weekday evening hours, they’ve expanded those, but they have not had many requests for Sunday hours. 

The Kentucky Department of Local Government calculates the compensating tax rate based on property value assessments completed by the Kentucky Department of Revenue. The rate calculated for the current fiscal year would be 4.1% for real property, 4.1% for tangible property, and 3.3% for motor vehicles. Both Hand and Rich pushed for lower compensating rates. CH pushed back, claiming various remodeling projects are coming up and these funds would be needed. After a lengthy discussion, the Board voted for a 4.1% compensating tax rate for both real and tangible property and 3.0% for motor vehicles. This results in a $246,000 shortfall for which CH will need to perform an efficiency analysis to cut this amount out of the current fiscal year’s budget. 

Board member Reisz requested a review of the capital budget also.

Lastly CH indicated that a community engagement firm will be coming to the Hebron branch in September to evaluate the best allocation of land to meet the needs of the community.

Meeting was adjourned at 6:30 p.m.