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HomeMy WebLinkAboutAugust 3, 2011Approved 9/7/11 COLUMBIA HEIGHTS PUBLIC LIBRARY BOARD OF TRUSTEES MINUTES August 3, 2011 The meeting was called to order by Vice Chair Nancy Hoium, at 6:32 p.m. Members present were: Nancy Hoium, Steve Smith, and Catherine Vesley. Also present: City Council Representative Tami Diehm, Becky Loader, and Stacey Hendren. Not present: Barbara Tantanella, and Patricia Sowada. The Library Board welcomed Boy Scout Sam Stockwell and his mother Audrey Stockwell to the meeting. The minutes of the July 6, 2011 Board meeting were approved as mailed. The bill list dated 7/20/11 of 2011 bills was reviewed. It was moved, seconded, and passed that the bills be paid. The bill list dated 8/10/11 of 2011 bills was reviewed from the floor. It was moved, seconded, and passed that the bills be paid. The 2011 accounting dated 8/3/11 was reviewed. Old Business: 1. Progress on maintenance projects continues. a. Pipes were wrapped 8/3/11. b. Radiator covers will be painted and old sensors will be removed on 8/4/11. c. The Purchase Order to paint the stained ceiling in the Boardroom is ready, and the fee will be billed to the boiler project. d. The wiring for the lower level air conditioner has been fixed temporarily. Repairs will be scheduled. 2. Training on the coin op for the public copier took place 8/3/11 after the installation of a new mother board. Jesse Hauf, IS, will cut to the new printer 8/4 and begin training on the print manager. Loader explained the purpose of the print manager. 3. The new furniture and Gates Grant computers were installed on 8/2/11. All computers are the same model and Hauf will be able to perform updates remotely. With the Gates Grant, the Library added two internet terminals and one catalog terminal. Loader and Ramon Gomez will complete Tech Atlas for the Gates Grant and send photographs of the new computers to Jym Wroblewski at the State. Tech Atlas is inventory software that must be completed once all computers are installed. Vesley asked about future updates through the Gates Foundation. Loader stated that the Grant only covers hardware and not upgrades. Smith asked how the Grant funds were distributed. Loader stated that the funds were distributed based on need through the State. th 4. The Community Picnic on July 19 was very successful, but hot. Attendance was down due to the extreme heat index. The Library gave away tattoos, bookmarks and talked about library services. The Board was pleased with the report and hopes the Police Department continues to sponsor the annual event. 1 5. The Linder’s fundraiser for the Library Foundation earned $495.99, which is equal to the amount earned last year. th 6. At the July 25 City Council meeting, Renee Dougherty, Adult Services Librarian, presented statistics and information concerning e-book and audio book services. The presentation was very well received by the Council. The Library plans on bringing the summer Volunteens, led by Dan Kleinfehn, to an August Council meeting. 7. Smith refinished a small table from the original library. The table has traveled with the Library through many locations and is probably from the 1930’s. Along with books, the Silver Lake School MothersClub solicited donations of furniture, so the table may have come from a patron’s home. The ’ table is labeled, #249, though the origin of this number is still being investigated. Loader will add a brass plate telling of the table’s history and the table will be used in the East Room. New Business: 1. Loader and Hendren presented a PowerPoint that displayed images and texts concerning areas of the Library building that need maintenance. The Board recommended pairing the PowerPoint with a second that shows the positive sides of the building, including the new computers and the many programs offered by the library. Once this is completed, the Board would like to bring the two presentations to a City Council work session. 2. The June crossover statistics were reviewed by the Board. 3. The Board reviewed the Unique Management Status Report. Loader presented a table prepared by Hendren comparing collection patrons from the first 7 months of 2009, when accounts were handled in- house, to the first 7 months on 2011, with accounts being handled by Unique Management Services. The statistics show that more money was received when accounts were handled in-house. The benefits of UMS are a large savings in staff time, as well as the budget neutrality agreement, where CHPL never pays more than is received back from Collections patrons. 4. Loader and Marlene Moulton Janssen, ACL director, prepared a proposal for the Board concerning the fees Columbia Heights will be charged for the Overdrive e-book service. The proposal lists $2,500 for initial start-up of the collection, plus a fee based on a percentage of circulation to cover the Overdrive interface and collection expenses. This percentage will be evaluated every July for the next year’s budget. ACL negotiated the contract with Overdrive and CHPL was included as a participating site. Hoium made a motion to accept the terms of the County proposal. It was seconded, and passed that the proposal be accepted. 5. The Board appreciated the summary of Legacy funding prepared by Mary Oliver and Monica Campbell of ACL. The summary shows how the money was spent, used, and how many people were affected. Loader stated that ACL did a great job of matching the events to the areas of the County where they were held. The possibility of Legacy funding sub grants did not pass in the legislature. Loader will keep the Board apprised of any changes. 2 6. A resolution requesting the formation of a task force for the purpose of planning a new building to house the public library and city hall was read and reviewed by the Library Board. The Board discussed the timing of the request. Diehm stated that now was a good time for a task force due to the need to prepare for the building possibility and the low funding needs of a task force. The Resolution was offered for consideration by Hoium. Hoium moved to approve the resolution requesting that the City Council form a task force for the purpose of planning a new building to house the public library and city hall. The motion was seconded, and passed. The joint resolution must be approved by the Library Foundation and Friends of the Library before further action can be made. 8. The Board appreciated the thank you letter to the Friends and is impressed by all the Friends do for the Library. Items from the Floor: 1. Due to budget cuts in the Washington County Library system, the Lake Elmo library has had hours and services reduced. The City Council of Lake Elmo has passed a resolution to separate from the Washington County system and to create a library levy. Due to this action, the MELSA directors are reviewing the associate library member agreement. CHPL has had a contract with ACL utilizing this agreement since 1972. Loader and Moulton-Janssen have discussed the associate member agreement and will monitor the situation. th 2. The Board reviewed the statistics for the Summer Reading Club. As of July 30, CHPL had 819 children and teens registered in the program. 3. Dan Kleinfehn has received his teaching license, yet plans to continue working as a Page after his summer th Children’s Assistant position ends on September 9. 4. Photos from the Jamboree parade were passed around to Board members. 5. Board members were reminded of the Pancake Breakfast at the Lighthouse of Columbia Heights on th Friday, August 5. Proceeds from the breakfast benefit the Library Foundation. There being no further business, the meeting was adjourned at 8:10 p.m. Respectfully submitted, Stacey R. Hendren Secretary, Library Board of Trustees The City of Columbia Heights does not discriminate on the basis of disability in the admission or access to, or treatment or employment in, its services, programs, or activities. Upon request, accommodation will be provided to allow individuals with disabilities to participate in all City of Columbia Heights services, programs, and activities. 3