Douglas County Public Library Board Meeting

April 22, 2025

The meeting was called to order by President Sandra Hylton at 5:14 PM.

Attendance

Present:

  • President Sandra Hylton
  • Vice President April McNeil (via FaceTime)
  • Treasurer Deana Parsick
  • Secretary Chaz Franzke
  • Board Member Melissa Cole

Library Staff:

  • Head Librarian Olivia Capps
  • Assistant Librarian Dan Standridge

Welcome

The Board formally welcomed Olivia Capps and Dan Standridge as new staff members of the public library, following their appointments after the January board meeting.

Public Comments

No public comments were presented.

Approval of Minutes

The minutes from the January meeting were reviewed and approved. A motion to approve was made by Chaz Franzke and seconded by Melissa Cole.

Treasurer’s Report

Treasurer Deana Parsick provided an overview of first-quarter expenditures. The Board reviewed available funds for book purchases and noted that book acquisitions remained within budget. Discussion regarding the continuation of magazine subscriptions was postponed until the July meeting, allowing Olivia to assess their usage more thoroughly.

Circulation Report

Head Librarian Olivia Capps presented the circulation report. Following review, the Board approved the report, with a motion by Melissa Cole and a second by Chaz Franzke.

Old Business

  • Building Maintenance: Discussion ensued regarding insect concerns in and around the facility; Olivia confirmed no known issues.
  • Overdue Books: Olivia reported that overdue books remained within a normal range.
  • Summer Programs: The Board approved the continuation of previous summer activities, including performances by magician Marty Hahnes and the Mad Science program.
  • Summer Story Times:  Story sessions will be held on Mondays for children ages 3-5 and Wednesdays for children ages 6-12. The board discussed engaging community members — such as veterans, first responders, and medical professionals — to participate as guest readers. Olivia will oversee the coordination of volunteers.
  • Summer Crafts: The Board confirmed funding of approximately $500 for the summer craft program, though the format (library-based or take-home) remains undecided.

New Business

  • Phone & internet Services: Olivia presented information from Mediacom, while Sandy agreed to inquire with Verizon. A final decision will be made via text vote due to time sensitivity.
  • Computer Purchase: The Board approved the purchase of new computers through the Equalization Grant, contracting local vendor PC Express for procurement and installation. A motion was made by Deana Parsick and seconded by April McNeil.
  • Staff Identification: The Board approved the purchase of logo-embroidered shirts for library staff to enhance visibility and accessibility. A motion was made by Deana Parsick and seconded Chaz Franzke.
  • OCLC Database: Olivia recommended discontinuing the OCLC cataloging service, citing redundancy. The Board approved the discontinuation, with a motion by Chaz Franzk and a second by April McNeil.
  • MOLib2Go Audiobook Program: Initially postponed for discussion in July, the Board ultimately approved renewal of the program. A motion was made by Melissa Cole and seconded by April McNeil.
  • Book Vendors: The Board requested that Olivia explore additional vendors beyond Baker & Taylor, Penworthy, and Possum Grapes.
  • Petty Cash: The Board confirmed that funds remained stable. When necessary, Deana will replenish petty cash by cashing a check to maintain a $100 balance.
  • Library Supplies: Olivia inquired about purchasing light bulbs; she was directed to assess current inventory before placing an order, additionally, she requested more deposit slips, which Deana agreed to check on.
  • Book Donations:  the board decided not to accept book donations at this time.
  • Adult Reading Program: Olivia and Dan identified potential participants for an adult reading program. The Board approved Deana’s sponsorship of up to $500 in prizes for participants.
  • Book Lending Policy:  The Board approved an adjustment to borrowing limits, increasing the adult limit from four books to six while maintaining the children’s limit of four books.
  • Patron Record Purging: Olivia requested approval to remove records of patrons inactive for over five years. The board approved this request.
  • Library Survey: Olivia presented a library survey, which the Board reviewed and approved for implementation.
  • Secondary Librarian Proposal: The Board discussed the possibility of appointing a substitute librarian in case of staff absence but decided against this measure.
  • Facility Repairs: Olivia reported an issue with an electrical outlet. The Board advised her to contact an electrician, emphasizing the importance of addressing potential hazards.
  • Credit Card Payment System: The Board unanimously approved the implementation of a credit card processing system for library transactions. Deana proposed setting up Square for this purpose.
  • Miscellaneous Requests: Olivia and Dan proposed various small facility enhancements, including coat hangers in restrooms, a puzzle and board game area, and a coffee nook. The Board determined that such matters could be handled at the discretion of the Head Librarian without requiring board approval.
  • Policy Review: The Board postponed review of the Bylaws, Personnel Policies, library Rules, and Purchasing Procedures until the July meeting due to time constraints.
  • Transparency Measures: Chaz reminded the Board that any discussions occurring outside of formal meetings. including texts and calls, must be disclosed in the following board minutes to maintain public transparency. No additional discussions were reported.

Adjournment

Melissa Cole motioned to adjourn the meeting, seconded by Chaz Franzke. The meeting concluded at 7:20 PM.

The next board meeting is scheduled for July 15, 2025, at 5:00 PM.