A major topic was the consideration of enhanced security measures, specifically the installation of security cameras and access control systems. Three proposals were on the table: two from ESC Systems and NextTech Systems, both offering outright equipment purchases, and a third from Protek, which included advanced features like door control. Protek’s proposal, priced at approximately $13,000 before licensing fees, was the most expensive. The board scrutinized this cost, noting Protek’s reliance on cloud data storage as a potential advantage but also considering the additional expenses for transportation and installation from a distant location.

The board weighed the merits of each proposal, considering factors like customer service, response times, and overall costs. Concerns about data retention were raised, with one member suggesting a one-week retention period, while others noted that limitations might result in data being overwritten after 30 days. The potential for integrating the library’s security with the city’s existing systems was also discussed, which could facilitate faster responses to incidents.

Financial implications were a critical part of the conversation, particularly regarding budget planning for future security enhancements. There was a suggestion to incorporate these security upgrades into the 2026 budget, aligning with the library board’s financial policy (Policy K), which dictates maintaining operational reserves. The board acknowledged the library’s current reserves but emphasized careful expenditure to avoid unnecessary depletion. The library’s financial structure involves monthly contributions from the city and later contributions from the county, influencing planning for operational expenses and security upgrades.

The Library Board also evaluated the 2024 year-end budget, noting that the library had slightly underspent due to lower-than-expected expenses. The total budget stands at approximately $475,500, with a target reserve of $270,000. Currently, the 215 account holds around $276,700, although this figure is considered incomplete due to outstanding allocations. Discussions highlighted the need to balance safety improvements with budgetary constraints, particularly with proposed costs for an emergency exit and controlled access door. The importance of maintaining a healthy reserve was underscored, as recent annual donations have varied significantly, impacting financial planning.

The strategic plan’s progress was reviewed, with emphasis on safety improvements. As the current strategic plan enters its final year, the board discussed the creation of a new plan, opting for monthly updates without rushing into the renewal process. The need for a new emergency exit was revisited, with the board awaiting final quotes from construction companies to ensure accurate cost assessments.

The Library Board also celebrated the successful acquisition of grant funding from the Friends of Cook County, which will cover the purchase of new staff computers. This development reflects a positive collaboration between the library and local partners, contributing to a more efficient operational environment. The board expressed gratitude to the Friends and considered sending a letter of appreciation.

Additional updates included feedback on the winter reading program, which was well-received by the community. The director highlighted staff efforts in curating prizes and fostering partnerships, such as collaborating with local organizations like Meals on Wheels to distribute mailbook catalogs. The anticipated “Carving Your Clan” program, featuring artist Jeffrey Tibbitz, was postponed but had generated interest.

Moreover, the board discussed the Minnesota Public Library annual report, a legal requirement involving data collection on library usage metrics. The report, essential for state-level evaluation and broader national metrics, received board approval for submission to the Minnesota Department of Education by the April 1st deadline.