Parks & Recreation Committee - Regular Meeting

All right, we're gonna go ahead and call the meeting to order. Are there any requests to amend tonight's agenda? All right, and then we'll go on to public comment. Members of the public are invited to speak at the Nashville Public Library Board of Trustees meeting each month on any matter related to the oversight of the Nashville Public Library. The comments from each speaker shall be limited to five minutes in length Unless extended by action of the Matchbox Public Library Board of Trustees. Do we have anyone here for public comment? Anyone online? Anyone? And we'll move on. All right, we have no public comment. We'll go to number four, approval of the minutes.

I need a motion.

All right.

Move to approve.

All right. Mr. Abel made a motion. Anybody to second? all right any comments any questions or comment about the minutes all right so we can just go ahead and take a vote and approve those minutes all in favor aye opposed all right wonderful they have been approved so we'll move on financial reports Oh, yeah, back to this one. Good thing you said that. Here we go. Financial reports. Yeah, Chris is the head of that.

Ready? OK. OK. You have before you what, at least in my memory, is the longest set of budget status reports that we've had, both from 2010 and 2013 for April, May, and June. really was a courtroom issue also the check register you have all those in front of you and so I would move for them to be accepted.

Second.

Thank you.

All right are there any any anybody have any comments about any of the reports that were submitted? All right then we can make a motion to accept the financial reports as they are. All in favor?

Aye.

Opposed? All right. Next on our agenda is correspondence, but there is no correspondence. So we're going to move to the administrative reports, and I'll have Karen take over. Okay.

My report, the highlights, statistics, and articles were attached. Any questions for anybody?

I just wanted to say thank you to all the people that did all the work on the summer reading program. And the radio thing was really very interesting. I enjoyed it with my kids in the library. And I noticed right away all the cool planters. So that was really neat to see that were utilizing all the talents of the people at the library and getting to have really nice plants and things out there. And also, I was impressed with the ILL department that we're getting other libraries to notice how great that department is. And I totally agree. And also, welcome and thank you to me for interning here. And I think that's all I have.

And I did also want to point out in Meredith's report, In our discussion, I wanted to highlight some of the statistics or activities. So she's including that now in her report. So it gives you some numbers of how much happens with the physical materials. Put a little explanation of what it means. That would help give you an idea of that. And I'll highlight. meeting LeVar Burton was also a big highlight. He did sing with all of us.

That's a big deal. We're going to move on now to the board officers for our new season, 2026-2027. First is the nomination.

which means that the recommendation from last month is.

It would be myself as president and I believe Darien as vice president and Chris would, he's gonna stay on as treasurer for one more. Unless he changes his mind.

Okay.

So is there a motion? Yep, is there a motion to accept these nominations? I so move. Okay.

Second.

Perfect. So motion by Stephanie, second by Brett. Any comments? Concerns? All right. Thank you for doing this. All right. Thank you, Stephanie. Thank you. Are there any other nominations? Oh, I do. Are there any other nominations? Okay. So we'll stay where we are.

And handle them as a slate. Yeah.

So that's the slate. Do we just vote on that?

You can just vote on the whole slate.

All right. So then all in favor of the whole slate?

Aye.

Opposed?

Good. Okay. You're already sitting in the right spot.

I didn't hear. Did you vote aye? I did. Okay. I did say it. I just wanted to know. I didn't know. I heard.

I did say it. So then we're moving on to our elected. All right. I'm so excited about our next one. New business. My good friend. Chris's good friend. He is a member of our board now.

Yay.

Do you have anything you want to say about yourself?

What do you want to know? I was born and raised in Manitowoc. Went to school at UW-Milwaukee. Moved to Sheboygan for a little while until my husband had a headhunter say, hey, there's this place a little north of where you are that wants you. We ended up back in Manitowoc. Three kids, all out of the house by many, many years. My two boys are in town.

My daughter is in the sun forever.

And then I worked for MPSD for 22 years, 20 years at the Madison Elementary Library, which I loved.

And Chris.

Best library in the district. Yeah. Thanks to you.

I know, she's, you haven't been, no.

Oh, that's okay. She's over now, but yeah.

She's fantastic. So, very good.

So we're happy to have you.

You're welcome. Thanks. Thank you for being here.

Oh, we have action next. The renovation of our meeting and study room spaces.

And you're taking it?

Sure.

You're going to talk to Ms. Karen? Sure. I attached the bid. And I did present it to the foundation as well. And they would also recommend that the library board accept the bid. So it is within the budget already approved.

OK, so we need a motion to accept.

Also moved. Since it's within the budget, we've already approved.

And a second? Seconded. All right, so Chris made a motion. And Megan seconded. And all in favor? Aye. Opposed? All right, wonderful.

I did also give a little update about a reorganizational plan. So in line with the 2027 budget, again focusing on patrons and customer service and serving them to the best of our ability. and also looking at our departments internally and right-sizing just with the number of people as well as the responsibilities and tasks. So I see this as a little informational update for everyone, and we can go more in-depth in these committees that our new president gets to assign.

Any questions, though, for today? I was kind of curious. This one tells me how many people are in each bucket. This one doesn't.

Are we expanding to drop in? So I didn't do it just because in terms of still figuring out actual positions and the tasks that go along with them, so we weren't sure exactly who was moving where. At the time that I made these, moving forward, we get much more precise.

When you say it goes into the 2027 budget, which I understand because that's an operational reality, would this then not go into effect until the start of the year? Would that be your vision or would you start phasing it in? What do you see?

Sure. My vision, yes, I would need it to take place. official effect in 2027 because it affects where salaries and wages come from if library board approves budget in this manner then it goes to city council for the full budget by that time i feel pretty confident that we internally could start training employees and really It wouldn't change operationally yet, but it would start with just that phase of training. So then come January 2nd, 2027, then it would be official. Does that make sense? Yeah.

Okay, good. For the, it says, we have customer service at two public desks. And then in the future, it says customer service at business center and then main customer service desk. So there's still going to be two places for people to go? Yes.

The two physical desks will still exist. It's just that the public services department will staff and run the business center and then this new circulation department, so separate people, separate schedules and another manager would be running that desk. So in the current Set up the same department and same number of people for both of them.

OK. So then the people would be able to specialize a little more in business or in circulation.

That's brilliant. I like it. Intentional. It is for circulation to really be some of those people take ownership of the library card accounts and serving the patrons with the check-in and check-out.

But me as a customer, me as a patron, if I walk in the library and I go, I want to print whatever, then the people at that desk would just say, go to that desk. And if I go to that desk and I say, I want to find 10 books on dragons that are fifth grade, then they, well, that would be kids, but you don't like that. We would send you upstairs to the youth department. Right, but for adults. So they would just send you to the right spot. Yeah, good.

What's been the, I know you've been discussing this with the staff. What's been the overall staff reaction?

Sure. So I have actually met with every staff member about it, with managers as well, and communicated to all staff about this plan, knowing full well that it needed library board approval and support before moving into it. I chose to do that to be transparent about it and not have secrets and then be like, surprise, this is what we're doing. So what has also grown out of that is a lot of understanding. So I would say, and I hope the managers can help also support this, that while there's some uncertainty because they're not, this is a new department. We still have to flush out exactly all the tasks, who's doing what processes and things like that. So there's a little uncertainty, but I would say that it is, they get it, they see it, they see the need for it as well. See that that would run things internally better and want to be part of that. Um, and, but it's changed. So there's still like anxiety, a little bit of anxiety for certain people that know are going to be affected with their duties. There's a little bit of anxiety, but, um, but still a willingness to learn and to try it out. Does anybody want to add anything? You guys are part of the conversations too.

People understand. that it's logical, and that the library changes how important it is for us to be front-facing as much as possible, we are here. That's why we're here, right? Yeah, that's why we're here. That's the whole point. So I think it makes sense, and people generally understand that logic. Yeah.

I think training has been kind of on people's minds.

Yeah, that's been on my steps.

Yes, if they have been behind the scenes and not interacting with the public, kind of that training of, oh, I need to, like, what does customer service mean? Yeah. We'll get there. Sure. Yeah. So, and it's on my mind, too, of course. We'll get there.

Okay. So then moving on, we need to discuss...

So this is all happening at the same time.

I mean... People volunteer for both the finance and the stone committees.

So Chris is the chair of the finance committee. So we can start with that one. And it would be good to get that one done in August.

OK. Yeah. And the thinking there is if you're building a budget presuming passage of this, then you get started on that budget now. However, overall, since I think the vision is generally hope to be budget neutral, regardless of the final structure, the budget should still work. So I would hope that we could have finance sometime near the end of the month, like the third, I'm just waiting, now I've jumped two months, obviously, my stinking phone. Like, is this, Third week, 17th through the 21st, too late for you or is that okay?

That's okay. I have to post the agenda if we're gonna present it to the library board by Thursday. So it had 17, 18, and 19.

Okay, all right.

Yeah, so- 17th is city council.

Yeah. But we can go earlier in the day depending on people's availability. Yes, that's true. I don't know who's gonna be on it. I would be hoping to do it as early in the day. And as early in the week as possible so 1719 and we can do it at. Two or three that's great if we got to go later we got to go later for the people that are on the committee but.

And that's for Pam to recombobulate, right?

Yeah, she's got to create the new committee.

Yeah, I think it would be good to know that the committee members actually can make a meeting.

Well, yeah, I guess if finance is going to be the first one that needs to meet.

So if you definitely hate the idea of being on finance, say so now.

I hate the idea of being on finance.

I'll be on anything else. I mean, I have to be on example, isn't it? Yeah, you don't get to say it. But I remember Dana saying that she's already on here, so we can keep Dana on there. I'm going to say she's on. Okay. And, Brett, you're on there. You want to stay on finance?

Sure. Okay. And that's really good because he also is. Are you on finance as well as personnel at the city?

No, I'm not on finance anymore, but I do typically attend the meetings. Especially with the budget. Yeah, so that's good, too, to have that. you know, council liaison. Did you get copied on the mayor's memo on the budget? Yes.

Okay. And Mark, you are on finance, or you were. Do you want to stay on it? I would be happy to. Okay. Sounds great. So that's one, two, three, four, five. Darian was, oh, she was the president, so she's not here. We need to do a check with his meeting. Do we need anybody else?

Lynn, do you want to be on finance?

Or would you rather be on something else, like personnel? Okay. Don't we get the opportunity for two still? I don't know.

She's just trying to figure this one out.

So right now, I'm on it. Chris is, Dana is, Brett is, and Margaret is.

Yeah, that's good.

That's good? That's enough?

That's good. Yeah, that's enough.

OK. Do we want to finish it with one more? If you guys are pretty confident, you can attend the meeting then, I think. OK. It's about making sure you have a form. Do we need to have personnel that also meet before our next meeting?

So how early can we go for you? Sorry? How early can we go? Well, you have council on the 17th, so if that's a big pain, we can go to the 18th. Is that going to be better for you, not to have them both on one day? Or do you like to stack them?

Yeah, some people like to just... I could do it before council. That wouldn't be a problem. I obviously just have to be over at council by 630. Okay, so what would be the best time? Quite honestly, I could probably be here anytime after 1 p.m. Is this Monday, the 17th?

August 17th.

How about two?

I have optional days, so I can come here and go back to work. That's fine.

Okay.

Anytime you want.

Can you do two?

I would have to check.

Okay. You're thinking August 17th at 2 o'clock? All right.

So probably. I could probably work at work. I think so. But it's not. Oh, but we have to check with Dana. Okay.

I have great faith.

Okay, I don't know why you're joking.

If four people are there, that's a quarter.

Okay.

Yes, I will do my best. So Monday out of 17, possibly two? Yeah. Two o'clock? Okay.

And how long are you thinking to have it for?

We just send for an hour.

Yeah, that one usually goes the full hour because there's a lot of snow. Okay.

Okay, and then personnel. Megan, you're up for personnel, right? For you. Sure, for that one. All right. I'm on that. Stephanie, are you on that? Sure. You want to be on that?

Yeah. Yeah, okay.

Oh, you're already. And then, Lynn, do you want to be on that one?

Sure.

You guys show up for meetings and you guys. Okay.

So you get a chance to take a breath.

Yeah.

Okay.

Margaret, you're currently on there, but I don't know if you want to do finance and personnel. I want to do it last year.

Do it again? Sure. OK.

So that is one, two, three, four, five.

And you could ask Darian if she wants to.

Yeah, I can ask Darian. Now, do you have a personnel meeting that you're trying to do too, or?

I would like to do that before this finance committee meeting. So the week of August 10th. And Balloon Glow, Lakeshore Balloon Glow is on the 14th. So it's not the Friday.

Oh, I thought you wanted to do them in a basket.

So August, what about the Monday before that, August 10th? So the 10th is the Monday, but 10, 11, 12, or 13.

The morning of the 10th works for me.

I do not get off work until 4. So 4.30 is like absolutely a second here. I can do 4.30. On the 10th? I can.

I think I can.

Can you do that? I think so, yeah.

I will do it. I will check. Okay. Okay.

And I can't see if this room is available because these I'm not at regular meetings, but if not, I'll let you guys know if we have to. I mean, if you can move quickly. Right now? Yeah.

Yes.

Okay. August 10th at 430. Yep. And August 17th at 2.

So I'll just email Darian as well. She's kind of like frosting. Yeah. If everyone comes in, that'd be great if she comes too. I thought I heard Darian, she's like Frosty. I just saw about 10 days ago.

We're just gonna call her Darian Frosty.

I'm sorry.

Oh, yes. Okay, so we're set with that, and then we'll go to old business.

You're up. Old business. That's the seagull.

For those who are new, Lynn, I'm Stacy Bialik in the facilities Nice to meet you. Glad to have you.

Highlight of the meeting right here.

I have no jokes. We have a few actuator motors up on the roof that's not part of the HVAC that we had changed over. This is part of the old system. Now that it's old and we have new controls, they're kind of sluggish, so we've been doing it manually for the last few weeks off and on. So now we're changing out the motors, a little extra expense, but now everything from top to bottom is all brand new. A little extra experience. A brand new life. Yay. I met with Bob Hoffman from the city. I met with the migratory bird person again. We did a survey of the colony. There's roughly about 30 nests that are now empty. We cleaned them all up. The clutches were about two eggs apiece, and it was probably about half of that died, which is a good thing. You want to kind of cull the herd so you're not somebody's single.

He's going to give us a report on what to do.

So we're looking at doing depredation, which is dunking the eggs in oil instead of spraying them. So he'll give us maybe a better deal with the city altogether, because that's part of the department. So just elaborate well. So we'll see what comes out of that. And I mentioned before, I said, I came in the morning with those little twirly things that flash on the Maritime Museum. Actually, there was a single sitting in between each one of them. So we used to have those until they pooped on them. They're not afraid of them. They get used to them. So that's the signal report. We're still waiting on the city lift. We were promised that a couple weeks ago. We're going to get it so we can get the globes cleaned up in the parking lot, get the bulbs changed out, and take out the old banners that are ripped up. Hopefully we can take the ones I think that are on Franklin Street that are ours that are all faded out. So waiting on that. I think we may get it this week. Repair, reinforce, and rewire the south staff entrance. That was all kind of beat up. Changed out the magnetic lock thanks to Karen Hanson doing the IT side of it. We had alarms that kept going off. It was the wiring and the software. So we did the software side of sticks out. We did all the hard stuff. And Sam with me got it all set. So now it's all reinforced and zombie proof so zombies cannot get in.

Without the key card.

Was it?

Yeah. OK. Just need a pop.

And the bids for the second floor restroom just went out. had a couple fishes coming along so we have some appointments to do a walkthrough that's kind of preliminary we want to see the schematics and just the physical parts of it so we'll be doing that um we talked about the flowers that's the first phase we'll do the second phase probably next spring if not fall there's some bulbs we're going to plant but there'll be new trees going in and then we'll see new lights on the library site so another temporary ones on there now they're just solar ones and then uh That's it. Floor bins, that's it. Plug out. Any questions? No single questions.

Thank you for all of it.

A little alarm to refer to them as a colony now. Like a rowan.

That's what they call it.

I wish you wouldn't get lost. Thank you. Thanks.

OK. We are at the end of our meeting. All right, November agenda. Do we have a motion to end the meeting? So moved. All right, Margaret, any motion to second? I'll second it. All right, all in favor? Aye. Aye. The meeting is over.

Could we get another one of these meetings?

5.6. Oh, it's been updated.

Like, yes, Landon wanted.