Library Advisory Board Regular Meeting Tuesday, December 16, 2025 12:00 PM Ruth Sandvik Conference Room

This is a hybrid meeting that will be held in person in the Ruth Sandvik Conference Room and on Zoom. 

Join Zoom Meeting: https://us06web.zoom.us/j/81159091683?pwd=UPl7bX6Vp0xRxQSa9GDMZFRgYZJRah.1
Meeting ID: 811 5909 1683
Passcode: 071126

1.Call to Order / Roll Call

2.Approval of Minutes

  1. A.11.10.2025 Meeting Minutes: The minutes from the last meeting are presented for review and approval. 

3.Amendment and Approval of Meeting Agenda

4.Persons to be Heard Related / Unrelated to Agenda

5.Director's Report

  1. A.Director's Report: A report from Tara Alcock, Library Director 

6.Unfinished Business

7.New Business

  1. A.FY2027 Budget Calendar: FY2027 Budget planning is underway. The calendar is attached and a draft budget will be presented to the Board in early 2026. 

  2. B.2025 Petersburg Public Library Art Education Endowment (AEE) Activities Report: In accordance with the AEE guidelines, a report of 2025 AEE activities is attached for review. 

  3. C.Consideration of Art Education Endowment (AEE) Funding Requests: 

    Board members have been provided with the AEE Funding Request Guidelines and a spreadsheet detailing three proposed projects totaling $4,000. Board members are asked to review these requests for eligibility under the AEE guidelines.

    The Board is asked to consider approving the recommended AEE funding requests as presented.

    Suggested Motion:
    I move that the Board approve the allocation of $4,000 from the Petersburg Public Library Art Education Endowment to fund the three proposed initiatives as outlined in the attached spreadsheet.

  4. D.Consideration of Gift Acceptance Policy

    In 2015, the Library Board adopted the Acceptance of Non-Library Items and Collections Policy in response to a high volume of offers to donate art and historical materials for the new facility. It is now proposed that this policy be expanded to encompass all gifts that the library accepts.

    The Board is asked to review the proposed Gift Acceptance Policy, which updates and replaces the 2015 policy and provides guidelines for evaluating and accepting all types of donations.

    Suggested Motion:
    I move that the Library Board adopt the proposed Gift Acceptance Policy as presented.

  5. E.Review and Revision of Donor Recognition Policy: 

    The Board is asked to consider revisions to the Library’s Donor Recognition Policy, originally established during the capital campaign for the new library building, and to determine the Board’s position on physical space recognition and honorific naming.

    With the capital campaign long concluded, the Library Director requests Board guidance on whether the current practice of physical space recognition should continue. The Board is also asked to deliberate on the broader matter of honorific recognition. Draft wording is provided for discussion but is not presented as a recommendation.

    Questions for Board Decision:

    Should the library continue naming physical spaces after donors?

    Should honorific naming remain an available form of recognition?

    Suggested motions:

    I move that the Board determine whether the Library should continue the practice of naming physical spaces after donors.

    I move that the Board determine whether honorific naming should remain an available form of recognition.

    I move that the Board approve the revised Donor Recognition Policy as amended based on the decisions made during this meeting.

8.Discussion Items

  1. A.Association of Tribal Archives, Libraries, and Museums (ATALM) Conference Report: Board Member O'Gara will report on her attendance at ATALM. ATALM is an international non-profit organization that maintains a network of support for Indigenous programs, provides culturally relevant programming and services, encourages collaboration among tribal and non-tribal cultural institutions, and articulates contemporary issues related to developing and sustaining the cultural sovereignty of Native Nations.

  2. B.Gratitudes:

    Thank you to these wonderful folks:

    Matt Bryner for illuminating the library so beautifully for the holiday season.

    Beth Flor for generously donating her artwork to support the Petersburg Public Library Art Education Endowment.

    Orin Pierson for offering his engaging and inspiring writing workshops.

    Ashley Lohr for sharing her creativity through art classes that inspire learners of all ages.

    Sunny Rice for her longstanding partnership with the library presenting the Petersburg Science Series.

  3. C.Next Meeting: Tentatively scheduled for Tuesday Feb 17 at noon.

9.Adjourn