Public Library Board September 15

Boone County Public Library Board (the Board) September meeting held at the Library’s Hebron branch.

Presentation

A presentation was given by the Boone County Public Library (BCPL) Hebron Branch Manager, Kaitlin Barber. She went over the various programs and technologies available to patrons including several youth service programs including one where elementary-age children read to rescue dogs. The Branch has also sponsored adult programs such as aromatherapy, macrame, etc.  In September the branch will have therapy mini horses visit the branch. Technological opportunities abound at the Branch including the ability to use a 3D printer and the ability to print buttons and stickers and also large format posters, etc. The Branch offers notary services and has scheduled 260 appointments so far in 2025. Meeting rooms at the Branch are popular hosting groups such as the Boy Scouts, a Christian men’s prayer group, etc. However, it was noted that circulation is down 10% and is being looked into by staff. Ms. Barber also drew the Board’s attention to the outdoor spaces at the Branch including a storybook walk and now a musical instrument walk.

Public Comment

Joe from Florence appeared again for the public comment period, indicating it was his last time as he feels nothing is being done. However, he did confirm that some of the shrubs have been cut back and that he did meet with Director Carrie Herrmann (CH) (the day before this meeting). The Branch is moving the PIN ministry’s Monday food giveaway to a different, less visible and smaller part of the parking lot, but CH denies there is excessive trash in the parking lot and said that staff do patrol to clean up. The Branch staff is also moving to provide more evening programs.

Joe went over his take on the 3 Ps of a great Board, which is not price, price, price but:

1.       Having the Pledge of Allegiance at the start of the meeting, noting the absence of a flag;
2.       An opening prayer; and
3.       A podium for citizens to speak at instead of standing in a corner.

Joe also said there were not enough activities for seniors and that other branches offer more senior-oriented activities. Joe also felt there needed to be lighting in the parking lot all night to discourage vandalism and loitering. CH indicated they can’t have lights on all night because of the surrounding residences but will look into the matter further. Joe ended by awarding a “trophy” for the worst library branch staff.

Approval of Minutes

Board Member Rich asked that draft meeting minutes be provided earlier to the Board members so that if there are any action items Board members are responsible for, they have time to accomplish those, rather than receiving the draft minutes a few days before the next month’s meeting. CH confirmed she will provide earlier. 

Director’s Report

CH advised the Board of the following grant requests outstanding: $10,000 to the Kentucky Arts Council; $175,000 to support solar panels on the Hebron Branch roof; and an additional $250,000 award. 

The Archive & History Center is partnering with public relations to run community videos to try and target areas that have low library usage.

There has been lots of interest in the BCPL’s underground railroad tour, especially among home schoolers.

Board member Deborah Dutton-Lambert (DDL) asked about the multiple concerts sponsored by the BCPL and the cost of all those concerts, which are free to the public. She indicated this would be the first place she would look to cut the budget as the BCPL is in the book loaning business, not the concert business. CH ‘s only response was that this is a very popular program. 

There will be two community land use meetings at the Hebron branch, held on September 16 and September 30 from 6 to 7:30pm regarding the community’s input into how the BCPL should use the remaining almost 40 acres of undeveloped land the branch owns. 

Accountant’s Report

Currently the library holds $71,801,000 total assets. Liabilities are $702,972. So far the BCPL has received $25,000 in revenues for the month of July, the first month of the BCPL fiscal year. Capital outlays of $6,600 were reported for some kind of blocks and currently July expenses are $907,000 against revenue of $882,000. 

A calendarized budget format has now been submitted per Board member Rich’s request. Rich made a motion to get the financial statements ASAP after each month’s meeting rather than waiting for the following month; i.e., this is the September meeting and the Board is still looking at July numbers. 

Business

CH reminded the Board that her annual evaluation is due in October. The date scheduled is October 26 so she must get her information to the Chair by October 5 to allow time for the members to make their comments on the “final” draft evaluation before it’s conducted between the Chair and CH. In the meantime, Chairman Jackson will send out the newly revised evaluation forms to each Board member for their initial comments.

Revisions to the Conduct of Meetings policy were submitted by CH. Per the state library association, it is up to the Chair whether to use the full Roberts Rules of Order or so-called Bob’s Rules. Revisions regarding the public comment section were included. The Board approved the motion to adopt this policy. 

The Staff Development & Training policy was updated due to revise student loan rules for the staff. This was a first reading of this policy.

Lastly, as a result of Board member Rich’s concerns, a Risk Management Policy was tentatively presented but admittedly needs a lot of work. CH will need some assistance before she can submit a draft for the Board’s review, which is to be provided at next month’s meeting. 

Chapin Memorial Library (CML) Ad Hoc Committee Update

The consulting firm retained by the Ad Hoc Committee (Committee) and the Committee itself have scheduled a tentative first meeting for October 15. The firm has indicated its timeline for completion of their analysis would be about 16 weeks following the initial meeting date. There seems to be some issues still regarding the 1992 and 2006 Memorandums of Understanding (MOU) between the church in Petersburg, which initially started the library, and the BCPL, specifically regarding finances the BCPL believes are due it, but that will need to be worked out with the Committee.

Budget

CH provided some options for the Board to consider in addressing the budget shortfall due to the lower tax rate voted in by the Board. Ultimately, the Board voted to wait until mid-year to address as by that time they’ll be able to determine the actual tax revenues received by BCPL. However, the Board will need to continually address ways to cut the budget over the next couple of months. Board member Reisz requested that next month’s agenda includes an item, as part of this budget cutting process, to discuss the elimination of two new potential hires the BCPL was considering hiring. 

Meeting adjourned at 6:30 p.m.