Library Board of Trustees - Regular Meeting

okay we're good to go now all right um like to welcome everyone to our first meeting of 2025 for the library board uh of Trustees um so I'm calling the meeting to order and we will we'll we'll take role um but I will these are new board members and I don't guarantee I might need some help on the last names I'm used to I'm used to making um making my best effort having a bunch of different students over the long period of time so normally I got it right but every now and then I got a chuckle all right so Michael is it b or bod B bod got it okay Anna Anna can you hear me yes I can it's volan volan yes okay I wasn't even GNA attempt that's what I would okay well welcome I don't think we've officially been introduced but uh hello um and then myself I'm here I think and um then we have Jandy yes I'm here got it all right then we're in the process of filling two more seats all right so having done that I will um ask uh if anyone if everyone's had a chance first of all to um look at the agenda and if they have any additions deletions Corrections are we all good all right so I'll I'll entertain a motion to approve

the agenda motion to approve the agenda okay Anna you want to second that yes I second that thank you all right all in favor of the agenda asked as written say say I I I thank you okay now we're on to the uh Menace now I'm not sure uh Anna did you get a a copy of the minutes that Jandy sent out from last meeting I did yes I got that yeah I sent out a copy to Michael and Anna but I mean they weren't here they weren't here but I mean if they read them they might have some some questions yes or you know anything but I so all I need is a a motion to approve the um the minutes from our last meeting I I read them they pretty accurate or not pretty they are accurate motion to approve okay motion to approve Han can you second that again yes I second that okay thank you all in favor of approving the minutes say I I okay thank you all right um now we'll move on to um uh I see uh do we have any citizens on line candy okay uh and I know we have one in the in the meeting room here today so uh we are now at citizens comments and I'll have Jandy explain the process for making comments and we'll ask for any comments if you'd like to make a comment you can um either raise your hand over here on Zoom or in person you can fill out a yellow sheet with your name and information you have three minutes to speak um the board will not respond but we will have your contact information if we need to get in contact with you

okay I'm not seeing anything so far um there will be an opportunity at the end of the meeting as well okay all right thank you all [Music] right would you like to make a comment or just observing today it's here to observe today all right cool all right thanks for being here BR this is Jennifer um the mayor has um appointed her to be our fourth on the library Board of oh okay I didn't realize that okay thank you for all right good to know hi Jennifer hi I'm really I mentioned that to Michael to you so um she will be on the council agenda for the 21st okay cool great yeah um so we are now on to reports in last Mark uh he has anything to share with us today yeah thank you Mr chair um I'm impressed that you pronounce that correctly by the way some people butcher mark on the first pronunciation only right right that's that's an old tactic right yeah there you go exactly um so a couple of things uh we have uh sent out invitations for the 20125 community satisfaction survey um and so I don't know these are Rand rly selected residential addresses inside of the city uh so I don't I don't know who they've gone to but if you happen to be a person who gets one or someone mentions it to you because you are on a board or commission um the encouragement is to complete that as as soon as possible so we're looking for more robust feedback this year than we had last year so we can uh use that data to help make decisions and allocate budgets and so forth and so that has

started um and that survey will be um open for approximately 990 days and then the goal this year is to use uh to report the results out much earlier in the year so we can use them in the budget development process um I see that there is a new Commerce Secretary that's been uh appointed um his name is Joe nwin former state senator and so that'll be um you know have to keep an eye on that because as you know Commerce is the agency that uh governs the grant applied for and so um I I doubt that that in itself is any indication of anything related to the grant but we'll just have to see what changes uh happen um in Commerce as a result of new leadership can we explain the grant just to make sure our new board members understand sure since since you're most familiar with the detail why don't you why don't you just bring everybody up to speed yes so um we are hoping to turn 23129 Mission into our new library the state has a capital facilities grant that you can apply for it's a matching Grant so you give x amount of dollars and they will match it and give x amount of dollars so we applied for a $2 million grant for the new library um we applied for it in September and we heard back and the the the committee recommended us for U $937,000 Grant so basically half of what he asked for which is wonderful and so basically now has to go before the State Department of Commerce through their budget cycle in this legislative session and we'll find out later this year if we've been approved for that Grant um we are very hopeful because for as long as the grant has been alive um the monies that have been recommended have all all been awarded so we were

expecting to hear roughly in June if we've been approved for that those Grant do you have the budget deficit that the state announced and do you that will affect this in any way so would say concerned sure I mean you never know until the budget has been appropriated and approved um overly concerned no um we'll just have to see how the budget process unfolds through the legislative process and we should have a pretty clear idea probably sometime in late February early March as the as the Committees meet and the budget kind of is formed um but we're certainly keeping an eye on so Mark how are how are the grant or the grant recipients how or when do they normally get um notified that the grant is is actually awarded I think it would be in conjunction with the actual passage of the budget I would assume that they would make a form formal notification to us once that had occurred got it okay oh then it's back me that's right sorry and my my last item is just a reminder um Anna and Michael are new on the um Library board and so if you I I believe you have access to a city email account you would have seen an email come from me with a reminder regarding some active shooter training that we have scheduled and so I just want to point that out here because uh we have we had our initial session last night we have a couple of other sessions scheduled for some out Tuesdays um and I I want to give you every opportunity to um sign up for that so you can participate um it's not mandatory but we're strongly encouraging participation

so if you're interested in that and and we have other board and commission and City Council Members signed up for the various sessions um just reply to the email and we'll get you signed up for one of those two sessions Evan is working with Anna and um Michael to get their passwords and everything set up with their emails today so so once you get into your account you'll see a couple of emails coming in related to this and if you have any questions you can always um ask Jandy um or me and we can get you set up so mark question about the um the survey um what um what kind kinds of um things is the survey looking to gather from the community and specifically in relationship to the library yeah great question um so this survey is the second um iteration of the community satisfaction survey and so what it's designed to do is to give us feedback from the community that is um specifically related to our strategic plan and so all of the questions are designed to to allow us a performance um picture related to the execution of our strategic plan so there are no specific questions about the library per se but there are in the answer sets that deal with quality of life and you know what kind of services are you satisfied with there are answer options that are Library related um and so we get some and and in last year's survey got good feedback related to the library service provision through the Sur but it's not the Sur the the entirety of the survey itself is not library right okay so as I understand that means

there's no specific questions that are directed towards the library right so for example um the first couple of questions uh ask um how satisfied are you with quality of life in Liberty Lake and then the question number two lists like I want to say 30 things and it says based on your answer to question one how is each of these things important to your quality of life and in that answer set there are at least two options that deal with the library um and then there's some Downstream questions that have answer options that deal with the library as well kind will you be able to bring the summary of that that what relates to the library activities to us in oh of course yes absolutely great thanks Mark sure anybody having questions Anna you're you're up there but so I'm not I'm I'm gonna try not to you're up [Music] there no she's good she's good yeah all right thank you okay so now we're on to me and the friends of the library and of course they had their annual meeting uh in um first of December and at that time they installed their new um um officers uh some of them are remaining some of them are new uh but Robin bead doal was installed as the president Su hand installed as the vice president um Lola doit was uh installed as the secretary treas our Treasurer thank you and Joanne that was a Joan Marabella her marabello her sister was um installed as

the secretary and then Tim olon as a member at large so they are operating with that um so they want they approve their budgeting for the next year um and I think they increased their budget a little bit for the library uh this year and also they worked very hard uh towards the end of the year at establishing um the zahan um um fund account which um James Zan came to the uh friends of the library I think in November and um um asked to start a separate fund um for for stem activities that would be offered through our library a very generous amount was uh was his donation uh and it's through benevity and every um donation that is made is matched by a a corporate um entity of some sort so it's a very generous offer it really adds a lot to um the um options for the library and in terms of the programming and things that it offers to kids and adults in our community and anyone can donate to that fund um the fund is actually named um isn't it by is his wife's in his wife's name am I correct on that Jandy I'm pretty sure it was yeah I think it's Diane Z memorial fund memorial fund yeah so normally each year the friends give us about $7,500 to go towards programming they can't do Capital donations so generally

we use their monies for summer reading for the kids um and then other children's programs throughout the year they usually fund our presenters so say we get a magician or a children's musician or an artist for adults Master Gardeners was something they did last year um they will fund those programs um they also fund our Mobius museum pass which is a family pass that you can check out and then take your family to the Mobius um the Mac museum pass um art gallery and then the usually during the beginning of the year we will get tickets to the Spokan Symphony so you can apply for four tickets for your family to go to one of the Masterworks Symphony shows um so those are the things that they primarily fund for the library um they do a couple fundraisers during the year to earn money each year do you want to talk about that M for or yeah well the fundraisers that the friends of the library puts on um they put on two book sells a year uh one in June and one in November last year they were very successful and um each one raised quite a bit of money close to 2,000 each which is a a pretty good deal when you books are only a buck a piece so you can just see how many books are being taken out of that room in their book sale yes um and then the other one is the suore which is the biggest fun razor which is um done in I'll say coordination but actually it's a donation really of the ly Lake Winery which donates their facility for the LI transal library to put on this event uh very well attended uh and um so that's the biggest

fundraiser for the princi the library and so they're they're really they're they're a good organization uh that really works hard to uh provide things for the library to do the programming that they do for our our community so so they are off and running here in the next uh next week actually with their first meeting so their meetings are the last Thursday maybe it's next one after next week yeah last Thursday of the month and uh so that's the friends of the library any anybody have any questions about the friends okay all right so the next one is the city council and our city council uh leison is not with us today so I think we'll just move on yeah so um next is me Library director report um I'm going to talk about some yearend stats for you guys um I made a little graphic um that just kind of shows some of our year-end numbers um through the State Library I'm required to fill out a very extensive report um that's like 30 pages long Librarians are numbers driven we love our numbers and so that's something that I will start be um usually comes to me from the Secretary of State in March April and then they usually give me about a month to complete it um so I don't have basically I have some small numbers for you today and then later this year we will have a very detailed um spreadsheet for you guys to look through um and then basically after I finish that report

with the state Library um we will give our annual report to the council as well so I'll present the numbers to you and then we will work together to draft a presentation to give to the council we normally do that in June of the year so it's later you know it's like halfway through the year but that's just the way that has worked out best with you know giving giving the most complete big picture of the library so let me pull up what I have for you today and this is something that we posted on our social media pages so you guys might have seen it already okay so this is our 2024 wrapped kind of like the Spotify wrapped um and a lot of other businesses that do those kind of things on social media so our checkouts for 2024 were 119,000 344 that's up 11,000 more from last year last year we were at 107 10 7,900 is so really great check out circulation numbers for this year um the library's collection is about 27,000 volumes um and so it's it's it's a huge it's I'm really pleased with the numbers for this year um as far as visits go we are at um 6957 visits for 2024 that's um nearly 7,000 more from last year last year we were at 62,000 visits Jam you have a question about that number uh do that include the um the parties and stuff like the people walk through the door to use the library during the day yes this is the people that walk through the door each day um we have a a people counter software with a camera and lasers and stuff that counts how many people come in and out um so yeah this is just visits into the library not like touch a TR or Music musician at the park but we

do account for those numbers in our programming Statics right yes so they get counted but in a different box I think it would be interesting to see that report as per day by kind of think how many days a year you're open because you see a significant number per day well you have 200 300 people working in every day at the library which is more than probably any other city building right in I would think for sure it's more than as far as like a public building for the city the library is definitely the one that gets the largest footprint I would encourage you to put that I want point to you know make it visible no I think that's a great idea okay so our next is um this is how many people own a library card 7,428 people own a library card um last year we were in the 6,000 range I think it was 6,500 um so we're up about a thousand this number um es and flows um we want to have an accurate assessment of how many people have a library card so this is not like every single person that's had a library card since 2003 um each every two years we will go through or I guess every year we go through and we take a look and if a library card hasn't been used in two years we deactivate it and take it out of the system so we want to have an accurate representation about how many people are using the library Jan you know out of that number how many are City residents and how many are just a it's a quarter so three quarters are Liberty Lake residents one quarter are non-residents so we allow anyone who wants to get a Liberty Lake library card to get one um they do have to have proof of identification and um proof of

address but if they live in Green Acres if they live in Newman Lake if they live in the county they can get a library card with us the only limitation is they can't use our downloadable online resources so they can't use the Libby app but they can get the Liberty app through the county um same with like our mango languages our cany streaming those things are specific to our residents only but libraries tend to have similar resources so they are able to get those resources at their County library or home library and that's similar to how spoken County Library handles this for yes so we have a formal reciprocal agreement that we established with them in 2012 where we both agreed to this so anyone in Liberty Lake can get a county card they can use the library they can go to any of their programs they can't use their online resources and then the same for us so yes um let's see our meeting room and study rooms were reserved 455 times last year um as a reminder our study room is new we got it um September 202020 September 2022 so we've had it for about a year and a half and um we've been tracking the usage because a we like to track the usage but B also um as we're considering a new library and trying to figure out how many study spaces that we need and that sort of thing so this is something that we keep track of so this is people who are studying with us people who might have a large meeting could be like an HOA that sort of thing large community meetings the Kanas uses our room each month as well um but it's our big room is usually mainly for HOAs um Community meetings like the quanis and then kind of informational sessions a lot of the

local banks will use us for like a class on Medicare or something like that um and then our study room is primarily for um small groups study sessions small business meetings a zoom meeting we get a lot of people that try to use it for telea Health appointments that don't have internet or their Internet isn't great at their home that's something we get a lot of usage every single day basically um so that's just kind of a big picture of what people use the the rooms for those would be patients right so C who yeah so if they just they come in and they need a tep appointment um we do have a laptop that can be checked out as well so if they don't have a computer with them they can check that out and use it for their tele Health appointment or to study or you know make a resume whatever it is that they need and for for the four profit is like a bank or so do we charge for the for rental of their home we don't use we don't allow use for for profit if that makes sense so it's like I guess what I would say is we don't charge for anyone to use the meeting room it's free but we do have guidelines on who can use the room and our emphasis is on community groups um but we will have people that might just have like a private meeting and need a larger room to use the group the room but it wouldn't be for you know like a sales pitch or something like that it's generally for educational Community purposes is that my sense yeah yeah but Janny do you can you break out the exact number for each room or yes I can not that I'm asking you to now but I just want to okay yes so our libcal software keeps track of that and um this is total how many total but yeah we can break it down more individually as well and there's an online system for booking the rooms yes so I'll show that to you guys in a few minutes how we have our online

booking software um these are our top checkouts for 2024 um number one is our puzzle our puzzles and games our kits that sort of thing it is our most used item but also have to keep in mind we have a lot of them so the data is not 100% perfect but this is our board games our puzzle our library of things are kids type thing um number two is our mobus Discovery Center pass um it allows two parents and four kids to get into the mobus Discovery Center for free generally patents check it out for one week and the idea is they can go one time during that week and use the the pass number three is our lap top kit so we have three laptop kits that check out it comes with a laptop and a hotspot and they're able to check that out for one week and use it at home um our our top book for 2024 was Kristen Hannah the women which came out in the summer um number five is our hotspot kits um we have 10 hotspot kits that check out um these rotate through cin so um other libraries can reserve the hot spots um as well and we have 10 of those kits right now um and then number six is our first um chapter book cat kid comic Club this is a series by Dave pky he's super popular um multiple of his books made our top 10 list I didn't want to include you know five cat kid books in a row so I just included the top one for that um number seven is first thine wins it was AR's book club pick number eight was Dogman which is also by Dave Pilkey very popular graphic novel series and then number nine another graphic novel series Diary of a

Wimpy Kid if you if you have kids you're not surprised yes you're not surprised at all that those are the top three kids books and then finally number 10 was um James by pural Everett um which is hugely popular I put someone on hold for it yesterday and they were like number 66 on the list um keeping in mind that since we share books with other libraries there's 18 copies of the book so it's not as long of a weight list as it sounds but that one is really popular right now and so that's like the main stats that I wanted to share with you um for my report today um down here below so this is um also the report that I send to the city council each month I send them a monthly report with all of our statistics um so I'll be sending this to you as well and this has a breakdown just for the month of what our checkouts were what our renewals were what our [Music] this time last year I also include all of our storytime programming statistics so how many people came to Story Time how many people came to after school crafts our teen programs our tween programs um our family programs our adult programs and then our statistics on our meeting room usage and our proctoring something that not everyone knows that we do is we do proctoring appointments and Tech Heth program um Tech help appointments so if you know if you're if you're an online student who needs a test proor you can make an appointment with our adult

librarian and she'll reserve the study room and then they can go in that room and take that test with having someone watching outside the door making sure um everything's going well there and then Michaela also does Private Tech appointments um these have increased a little bit in the last quarter um after Co it was a little bit slower um but people can bring in their Kindle they could bring in their iPad they can bring in their laptop they can bring in their cell phone and say I need help doing XYZ and she will help you do it it's not and it's not specific to libraries Library things so it might be can you help me set up an email um a patron came in last month and was like I want to publish my book on Amazon how do I do that and so she walked helped them walk through that process um so just you know a lot of older people particularly need help with techn Tech ology and this is something that we try to help them with um yes so that's everything as far as my report so you can expect to see this in your inbox each month as well all right thank you Jandy anybody have questions about jandy's report I think it's pretty cool when Jandy gives us the the numbers of the usage in our library just reinforces um how um important the library is to our community and how well it's used by our community all right so um you're officially welcomed uh now to the board because Jandy is going to um um do a little bit of a calling it a workshop on um how the board interacts with the library liary

and uh in helping the library succeed so JY you're up again yes so um let me share my screen um I thought I would just go through some one-on-one Thing One one1 Things um that have to do with the library and the board and city council and that sort of thing um since we have so many new faces here so we're gon to start over here um so I thought I would start with um how the board interacts with the city council um this is the city's website Liberty law.gov um the city council meets twice a month the 1 and the third Tuesday of the month um generally the board will give a quarterly report to the council um we generally do it in March June September and December time frame is when we usually do these quarterly reports normally um I we will so next month at our February meeting we'll talk about what we want to um discuss with the council and then usually myself and one of the board members will develop a report and then we'll go to the council meeting and give that report um I just wanted to point out for you um because not many people know um where the agenda and the zoom and all that kind of stuff is posted so if you come to the city's website you click on your government you go to agendas and minutes this has all of the agendas and minutes for all of the commissions of course city council is at the top of that but it includes you know the Planning Commission the library board the um parks and arts commission that sort of thing but this is where they post their agendas and this is also

where I will post our agendas each month so as you can see January 7th last week the city council had a meeting um this is where the agenda packet is posted as the PDF and then if you look over here it has kind of like a TV icon this is a link to the city's YouTube page so that's where they we will post all of our board meetings so after the fact anyone in the community can go watch our board meeting um the same goes for the city council Planning Commission Etc um so you can also Save You Know city of Liberty Lake wall you can subscribe to it on your YouTube page if you want to do that as well um so this is where I post each month um I post the Friday before our meeting um our agenda um so it's there ready to go um and then that's where we will so today I will go after the meeting and upload our November minutes and then I will download our video post it to YouTube and then I'll have a link here posted as well um so if you ever if you ever need to go back and watch a meeting if you missed a meeting um obviously you can email me and I'll send you the link but we do have it all posted for you guys and the community to see I was going to say are everything's archived there too so if you have any any reason to go back and look at some of the previous meetings they can all be accessed yeah um so I think we've been posting on YouTube since February of 2021 or 22 just about the same time yes it was right around Co we have all of our meetings um on YouTube posted there and then of course we have our minutes going back to 203 um through the city archives and that sort of thing um so I wanted to point that out for you and now we will go to the library page um so obviously the library has an icon down here um our go we have a GoDaddy

link so it will post if you type like Liberty L library.com Liberty L Library .org all of those things it will redirect you to our Liberty Lake library page um some things I wanted to point out for you um each month the WE Post a newsletter that goes live the first day of the month um we post that newsletter here as well this is just kind of some of our library news things that we're excited about trying to get information out to the community on um so this is our website um um if you click search the catalog it will go to our catalog um I think my account also goes to our catalog this is our new catalog that we just got in October of this year it's brand new it's beautiful much better than our old one it kind of has like a Netflix feel where it's kind of the Rolling carousels with all of the new books that are coming out um I'm really excited about this new catalog it's much more userfriendly but it's also great for people who maybe don't know what book they want to read next um we have these different categories what's new um for kids what's new for teens what's new for adults of course it has what's trending at the library this is for our statistics for our Consortium not what's trending you know in the world what's trending around our area um but then we also do have um for some of the other categories like New York Times besteller trending that sort of thing um but you can see what's brand new at the library so these are brand new chapter books that we have um these are our brand new picture books that we have so if you you know if you don't know what you want to read next this is a great way to find it um and then of course you can search for books if you have a certain book that you're looking for um I'm going to go next over events and inner Library loan

um so let me just go back to our main page Jandy I have a quick question for you good um are you able to place these on hold to get picked up or is it just to kind of see what's available oh yes so it is full fun fully functional so I could clict Harry Potter and the Sorcerer Stone it says right now it says oh it's on the Shelf um and then you can just go in here click Place hold type in your library card number and your password and it will put it on hold for pickup oh wow that's awesome so if it's a book that's on our Shelf we pull holds twice a day um morning and after afternoon um so then it's just on our hold shelf waiting for you to pick up um if it's something that's in our Consortium we get shipments from those libraries on Tuesdays and Fridays um Tuesday afternoons Friday afternoons so once the books come in from The Courier we scan them and once they get scanned it sends an email text or phone call to that individual and let them know your book's here it's ready to pick up and they have five days to come pick it up so yes fully functional um so the next thing I wanted to point out is our events calendar and our room reservation calendar um we have this software called libcal that handles both of them but obviously the pages look a little bit different since once for events and ones for room reservations so I'm going to go up here to events um this has all of our events for the month um obviously you can change the calendar and see you know what's coming up in the next few months but it lists all of our story times it lists all of our programs um and it also gives people the

ability to um sign up for the class so we don't do sign ups for story time because that's I'm just open to anybody but say I wanted to sign up for Bunko which is an adult program you can come right here click bum Bunko and you can sign up maybe she's keeping it open to everybody I'm not seeing a registration um let me see because it's a Saturday program so here snowman art Galore our kids school after crft are very popular so you can click register begin registration and then you can put your name or your child's name full name first name last name and email and then it sends them you've been a you know you've been registered for the class and also gives them so it gives them a confirmation email but also gives them the ability to cancel so if last minute they can't make the craft they can go in here in there and click cancel and it will alert our Librarians that there's cancellation and then of course we usually have a waiting list so then it goes through and we'll let the next person know hey you have an opening you're now registered or soen art Galore so um our after school crafts kids programs are very popular um Aon post them two weeks in advance and they usually fill up within a day or two um sometimes quicker sometimes a little bit slower um but this is a new software that we got last year um the previous software had just um they weren't going to support it anymore um J just looking yeah just go do you uh you put down your description uh the number of spaces that are available yes it usually will say I think like a lot of our programs are 24 for kids okay um and it will say right now it's not showing because it's just

up to the waiting list but I think normally it'll say you know 21 of 24 spots three of 24 spots um normally it will tell them how many spots are available um so if it says register for waiting list that mean it's full and you're okay that's so you're just getting on the waiting list got it we I always tell people to put their name on the waiting list because we always have cancellations so yeah it says there are currently zero registrants ahead of you so this would be your number one on the wait list um for this class so the other thing I which one of your texts has to do all it's all this stuff in there so um basically it was a lot of leg work in the beginning but now all of our templates are established and that sort of thing so it doesn't take as much time but it's something where whoever's doing the program will put the information in so Michaela and Aron do 99.9% of all of it but like story time we have it just set for the whole year um but they'll go in and do the individual information for each stuff um so the other thing I wanted to show you is our room reservation software so right here along the top we have reserve room we have our meeting room and our study room um so this is where they can go in and put a reservation I tell people to go over here to search by space and then they can see the meeting room and the study room um show availability um this is our reservations today so it's booked from 3:00 to 5:00 um people for the study room can do a two-hour booking if they need or as little as 30 minutes um but over here they can go over and see a week view and see um when stuff is available and when stuff is not available so as you can see we're pretty booked this week um

Friday's our emptiest day but they can go ahead and you know put their first name their last name and their email address and reserve the study room um with the it um with the meeting room I have them fill out a little bit more information um and then the meeting room does have to be approved by one of my staff just to make sure that somebody isn't trying to book their baby shower in the meeting room because that's not something that we allow for did that happen yes yes for sure I figured it Happ when you yeah so that's why we make those parameters just to make sure that they are abiding by our policies um receive an email that says they're approved yes so basically they'll put in their information it asks purpose of the meeting and their estimated attendance um and then they'll put everything in it will go to our staff email and then anyone can see what the purposes of the meeting and that sort of thing and they can go ahead and approve it if they have any questions about it they can forward it to myself or Michaela and we'll do a deep dive and make sure everything's above board um prior to this it was us doing it manually in our calendar software and it was very time consuming so we're so glad to have this new software as of last year because it makes things much more streamlined and also patrons are able to know really quickly with the study room it's immediate with the meeting room it's usually that day that they'll get a response saying it's approved or um this doesn't abide by our guidelines no just I think in the last year I've denied maybe two or three so people you know it's not something where we're denying people every day I just going to ask that that this is really all a result of that new software yes last year yes can you remind me the hours for for the two rooms so our study

room is open 10: a.m. to 6 p.m just our open hours our study or our meeting room is um after Story Time so it's usually noon to 900 p.m. is um we do allow after hours meetings um so it's one of those things where um if they're there before 6 we can lock up our back doors and then they have access to the meeting room and the bathrooms but they don't have access to the rest of the library and then we have that outside door that they can just exit out of um if it's something where maybe they're trying to use the room 7 to 9 and the library closes at 6 we have a key that they can come in and check out just like you would check out a book you check out the key you're able to the key only works for that meeting room door they're able to come in use the meeting room use the bathroom and then we have them just put the key back in our um our book drop so then it goes right back into the building and they've returned the key and the meeting's over we're hoping with our new library to install after hours access with like a keypad to where people will get it'll generate a code that works one time able to do the keypad get in um and just use the meeting room for their meeting and then exit out the door as well so currently is Monday to Friday um Monday through Saturday um we do um do Sundays occasionally we do get requests for them so occasionally we do do Sunday meetings and it would be that same process where they have to come check out the key from us prior and then they can use just the the meeting room on Sunday and then we have a staff calendar that shows when there's reservations so we can make sure the doors that we need to are locked and that sort of thing and usually with after hours they will come like a couple days before check out the key and then we walk them through the room and this is where everything is this is the door it will be locked this

is where the bathroom is this is you know give them a lay of the land so yeah um let's see we'll go back here to the main page [Music] um the a couple other things I wanted to point out is our inter Library loans um this is different than our Consortium so you know we share books with several other libraries um this is for books outside of those libraries so this is for maybe older books books that are more obscure or maybe just a series that is older maybe we don't have it anymore or maybe it's newer and just no one in our area happen to buy it um we do it through the US mail and we have a worldcat.org is the name of the site and basically anyone who subscribes any library that subscribes to the site can request Mater materials from other libraries so it's kind of like a giant catalog where I could type in Harry Potter and see books you know people in Pennsylvania that have that book or people in Hawaii that have that book sometimes it's even overseas in Ireland or United Kingdom or something um but basically we will put in requests for uh that material to those other libraries people can accept or reject if they want to share the book and and then basically they mail it to us and they provide a due date that the book is due back and then we can check it out to that Patron and then they return it by that date and then we mail it back to them so it's just another way to get people materials that we don't have access to in our system and generally we do books that are free so the only thing that is charged is postage um and not you know it cost $20 to rent this book um so that's just another service that I wanted to make

sure you're aware um Rebecca is our ILO clerk so that's one of her tasks is each day she'll log into the site and check if there's any requests for materials from Liberty Lake or if any patrons have put in a request for that kind of material as someone who has used this hopefully not abuse it ask you about that this service I I was unsure at times if I'm asking the library to purchase a book or I'm asking the library to bring a book from somewhere else just borrow it CU at one point one of my request was oh know we buy this book book have yeah so sometimes the service gets used one of two ways Michael comes up to the desk says do you have this book I look up no we don't have that book um in which case I might say then I would say a staff would you like us to put an in library loan request in he would say yes and then I would put in the form to our clerk the other way it gets used is on your account you have the ability to do a purchase suggestion where you say this is book I think the library should have this is the title this is the author this is the year um then myself and Michaela will go through those requests and we'll look at the book and say do we think this is something multiple people might want to have if it is then we'll look into purchasing it if it's something that's more obscure or maybe something that's a lot older that we don't think very many people would want then we'll do an in library loan request and we'll let the patron know hey we're going to get this book for you through IL and then we'll put that request into Rebecca and show fill the request so those are the two ways that people use it the most so who pays for the for the postage for the ship we as the library do we get Library shipping rates from USPS so it's very cheap which is very cheap but we just have a budget line item that's set aside each year for those requests um and that's something that just each library has is like a

postage budget so the kind of idea is is it's kind of back and forth like they're paying to ship it to you you're paying to ship it back we're splitting at 5050 it's reci yeah it's reciprocal so that sort of thing um the last thing I wanted to point out um for you guys today is our um abouts category so this includes our mission our vision our values our library policies about our friends of the library information about the Board of Trustees volunteering um we currently have 10 volunteers at the library um our we have volunteers and then our team volunteers our regular volunteers come in we usually have one or two each day and they will um shove materials and they'll also pull holds books that people put requests on each day we have one to two of those each day of the week to help with shelving and then we have our tag Group which is our teen Advisory Group they do volunteer hours but they also help Michaela with book displays in the teen section and planning events for teens they also assist with our kids programs so you know ridg line a lot of CV students need to get volunteer hours each year so we have different opportunities where they can come in and do volunteer hours some of that is you know helping misserin with the snowman craft other things it's like um they helped we shifted a lot of our adult materials and they all came in on a s a Sunday and spent like eight hours shifting books in the library so it's a variety of tasks throughout the year but with our adult volunteers generally it's like you know somebody will come and volunteer for us for a whole year or three years or two years or whatever with our team volunteers it's usually a

little bit less so they might say I need to do three months I need to do one month I need to do six months um some of our team volunteers will stay with us for multiple years and some of them it's just a short stint but obviously we think volunteerism is important and we want to help our teens get the hours that they need and you know sense of community and also if they're planning the activities hopefully they'll want to come to them and tell their friends and that sort of thing um so before I know I sent you guys a link to this prior to being on the board um prior to your interview but this is a list of of our library policies that we have here at the LI um here at the library um there's about 16 of them our circulation computer internet policy library card eligibility meeting room um all the way down to like suspension of Privileges and that sort of thing um so this is something that you as um board members will be going through and looking at these um we did do several policies during uh 21 2020 20 2022 so we won't have a large list of these on our docket for this year um but that's something that i' would ask you during this month to just go through and look and famili yourself familiarize yourself with these a little bit more do those have a schedule to renew re yeah we like to review them um at least every five four to five years um sometimes if there's something that comes up then we might need to revisit it sooner if that makes sense um but the majority of these have a 2022 2023 2021 date on them say we spent a lot of time yes during that time prev yeah 2021 and 2022 examin them yeah determining there were any updates or changes that made yes so um this is something that we

might have to go through one or two maybe this year um but it's something that we spent a lot of time the last few years going through a lot of these um so there's those um the last thing I wanted to point out today is um some training opportuni since we have a lot of new board members um so the Washington State Library I'll be sending you these links um the State library is of course um one of the groups that's over libraries um I'm going to be sending you a link to their uh resources for trustees um they do a once a month um Zoom training on trustee issues so that's something that I'll be sending to you to take a look at they also archived them um as well so that's something I'll be pointing out but basically I was hoping you guys could go through um this basically their live guide page that kind of talks about the library board's roles their areas of responsibilities um stuff on how to run a board meeting Robert's Rules of procedure Robert's Rules of Order um information on public records information on policies um obviously there's a lot here um so we won't be going through everything in depth but I was hoping that you guys could take a look at this main Li gues page which I'll take send you a link to that and then this is where they archive all of their trainings that they've done through Niche Academy so as you can see over here it has information on advocating for the library dealing with materials challenges how to hire a new director um review reviewing and approving policy strategic planning um I was hoping um during the month that you guys could just go over this first video

which is welcome to the board and talks about your roles and responsibilities as a trustee jany did you access that site through our web through our page no it's through the Washington state Secretary of state so I'll send you guys the link um yeah okay got it that looked very similar to ours that's why I asked up with the with the pink heading and all that kind of stuff so is that RP no I've been there several times and it's a it's a great resource I would recommend so my kind of my vision is maybe once every few months we'll do we I'll have you guys do one of these videos of course I want it to be something that's kind of dealing with what we're working on so we're not at this point um hiring a director so we probably won't watch that video but I thought I thought we could start with the um welcome to the board your role as a trustee so I'll send you um a link to this video as well as just their main wiki page so let's see so that's everything I had as far as our um 101 I think our last thing is to approve our Board of officers for 2025 right yeah so normally I sit down with Jandy the week prior to our meetings and we go through and set our agenda yes and talk about what uh what's necessary to bring up for us to discuss at our board meetings uh and then I also ask that um uh any board members if they have anything that they would like to have put on that agenda that they either send either myself for Jandy an email um with that information that they'd like to have on the uh agenda or have to have a discussion about at our at our board

meetings so we are now at that point where we um are supposed to appoint or or vote we don't have a lot to vote on um or to vote but anyway so we have um we have these positions that we as have to uh fill today uh a board president or chair I won't I I don't like the word president a board chair um a board secretary uh a uh Council leaz on and a friends of the library leaz on so um we only have three people here so I don't know um well I we'll we'll get to that when we get to that but anyway so [Music] um Janny and I have talked about it I know she's talked to you guys about it um but um I uh I am willing to remain in in as the chair if uh if everyone is acceptable to that but I'm also okay with that someone else would like to step into that role I'm okay with that as well so but I've been in this role for three years so um familiar with some of the things leading up to now now and with the new people on the board um so um we basically have to have a nomination from we have to have a um we have to have a chair and a secretary installed this month um according to our bylaws right but we need to have some sort of a motion from the floor yeah to establish that so um I can't be the one that does that so I need to have uh someone um from the for um motion for a um board chair a board

chair and then we'll take care of that and then we'll motion for a board secretary um and then we usually just ask for I don't think we have the motion for a council uh Lis on but we do need to have someone step up and and be willing to fulfill that role because it's pretty important for us to have that that person uh attend and then also report to us about that what's happening at the council level so I I'll entertain a motion first for uh a chair so I'll I'll nominate you for Brad for the chair motion to motion to nominate Brad for the chair and I'll accept that nomination uh do we have a second for that that has to be you Anna yeah I will second that nomination we're we're very limited that we is kind of feels a little odd okay so everyone that is okay with that nomination uh and it's been approve been moved and seconded uh please say I hi hi okay thank you and I'm willing to fulfill this role again this year and happy to do that I know I I love sitting down every every week every month and talking with Dandy about Library stuff and things that are that are going on there all right so now we need to have a motion for our secretary who was already up there so Michael will have to have a motion from you we'll make it work so motion to approve Anna as secretary for uh as you know secet for the Bo and I'll second

that um thank you do you do you are you okay with that nomination I am or that okay good so uh those in favor of approving Anna as our new secretary for the year 2025 say I I okay not say I so we have a new secretary and um so uh we normally have Friends of the library uh lay is on um I'm willing to fulfill that role until we have another person on or our other two people on I I'm a member of the friends anyway I attend every month uh so and I have a I have a an inroad I have someone who goes every month anyway she's on the board so I I can fill in for for that information and so Michael would you be willing to to be the council um lay on I think we made this pledge to the city council that we would be transparent and communicate on a regular bases so want to follow that great super can we just do a motion in a second just to make sure we're all the things are crossed okay I I we can do that if if you uh feel that would be yeah okay so I'll entertain a motion uh for um Michael to be our and Anna that has to come from you uh for Michael to be our um Council L as on did you want sorry it's just kind of muffled when uh you're speaking um did you want me to nominate or approve I'd like you to make a motion to nominate okay I would like to nominate Michael as the council liaison okay I'll second that motion uh

all of those that approve of Michael as our lays on to the C Council say I so that would be you Anna I I and I'll say I and we now have uh a council representative all right so I think we've taken care of those things and we're good to [Music] go uh so thank you all of you for being willing to accept those roles and um we'll move forward with those those um positions all right uh so um that's off our list U we don't have any other action items uh before I go on to Citi and comments though Jandy is there anything in particular that we need to have uh that we should I'll entertain this from the from the rest of the board members anything that we want to put on at this time for our next uh meeting um I just wanted to conf um for the next meeting um I have it scheduled for Wednesday February 12th at 1 p.m. that's our normal second Wednesday we a week late this month does that date and time work for everyone yeah okay perfect I don't have anything big at this point okay in March I wanted to go through our 2019 Community needs assessment just as a group um but I kind of want to wait until we have our full five people here that would be a good a good plan yeah so that Community assessment is very valuable even though was done now six years ago it's still the information on our current library and suggestions for moving forward from that Library are is very it's it's really a good document to work from so and then I'll keep everyone

updated um I can't I think it's February 18th is going to be the um presentation from BC on where we are with the new library and the facility Master needs assessment so I'll let everyone know for sure when we have that council meeting scheduled just because I would love for all of our board members to be able to either you know zoom in and listen to that meeting or watch the recording so that we all have a clear understanding of where the city is on the new library and then the other new facilities the council kind of wanted us to look at do a big picture look at you know if the library moves here what we're going to do with the rest of the city facilities and if um and that sort of thing so I think it'll be a really important meeting so I'll keep you guys updated on that great thank you all right any other comments from board members nope okay all right so I will now entertain a motion to adjourn motion to adjourn and second that please I second the motion to children okay thank you thank you everyone in favor of a German say I I hi we are officially adjourned thank you all for being here bye guys bye bye