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Minutes 3-11-09

James Kennedy Public Library
Board of Trustees
Minutes of the March 11, 2009, Meeting

The regular monthly meeting of the Board of Trustees of the James Kennedy Public Library was held on Wednesday, March 11, 2009, in the Hoffman Community Room. Present: Angela English, Dan Boice, Sally Brant, Joyce Bries, Dorothy Digmann, Barb Heitzman, Brenda Ingles, Karen Knepper, Becky Schwendinger, and Library Director Shirley Vonderhaar.

1.    The meeting was called to order at 6:45pm by Board President Angela English.

2.    Agenda: Dorothy MOVED “Approval of the Agenda as posted,” which motion was seconded and CARRIED. Ayes: Boice, Brant, Bries, Digmann, English, Heitzman, Ingles, Knepper, Schwendinger; Nays: None.

3.    Agenda Consent Calendar:
•    Minutes of the February 11th Regular Meeting: Attendance was corrected.

•    Correspondence & Communications: The Bear Creek Woodcarving Club sent a card with thanks for providing space for their display, along with a donation.

•    February Librarian’s Report: Many figures were missing because of the computer problems. Shirley summarized recent events, noting that, in addition to the server going bad, the automatic data backup, including the program from Follett Destiny, had not functioned, so that there was no backup data. Promise Data Recovery, a company in Chicago, was working on the problem and trying to locate and identify files. They expected to know if they could retrieve the data by Tuesday, March 17. If they were unable to recover the data, there would be no charge. Otherwise, they would charge a fee in addition to media costs for transmitting the data. If this fails, we will have to get the data from the Follett Company as stored three years ago. This will require adding and deleting records of all actions taken over the past three years, as well as inputting patron information, all of which will take a great deal of time.

•    Bills:
February Claims Report
General Library Claims for March: The Board agreed to add the following items to the claims:
    $1,200 for the commissioned art work (from the Trust Account)
    $175 to Kim Benton for prizes for the film festival (also from the Trust Account)
    $1,550 plus media costs to Promise Data Recovery if they succeed in restoring the files.
February/March Credit Card Claims

•    Budget Reports:
February City Report
February Library Report: The Board noted that things were getting tight.

•    Trust Account Reports:
February Bank Statement
February Balance Report
Trust Account Expenditure Report

•    February Gifts to Library Trust Account

Donation:    $100.00
From:        Brenda Ingles
Restrictions:    Adopt-a-book program

Donation:    $50.00
From:        Dyersville Federated Woman’s Club
Restrictions:    Adopt-a-book program

Donation:    $50.00
From:        Friends Book Sale payment
Restrictions:    Deposited in error; should go to the Friends account.

Angela expressed the Board’s thanks to these women for their generosity.

•    Program Reports
February Report on Programs & Attendance:
March Calendar of Events:
Schedule for Upcoming Programs: Shirley pointed out the D.E.A.R. (Drop Everything And Read) Day on April 13, and encouraged Board members to come by to participate.

•    Grants: Our application for the ICMA grant was not selected.
Shirley had helped the Friends draft a DRA grant application to establish a DVD collection of television series. Shirley had identified fifty top-rated series for purchase. Project cost would be $12,890.00, and the amount requested from the DRA was $9,495.00, with a $500 cash match from the Friends, and $2,895 from the Library in cash and in-kind, including $1,500 from the DVD budget line.

•    Friends of the Library: Election of officers was scheduled for March 23.

Karen MOVED “Approval of the Agenda Consent items,” which motion was seconded and CARRIED. Ayes: Boice, Brant, Bries, Digmann, English, Heitzman, Ingles, Knepper, Schwendinger; Nays: None.

4.    Finance Committee: The Board agreed that costs for recovery of the data from the server should be paid from the Maintenance line. Members then discussed areas in which to cut back, given that several expenses were exceeding projections and that income from the state was below projection. The consensus was that cutting back on staff hours, along with careful material purchasing, should be tried for the next month to see the affect. Closing on Sundays could be an option, especially in view of upcoming repair of water damage. Shirley will keep the Finance Committee apprised as to how this is working, and will inform the Personnel Committee of how she is trimming hours.

5.    Personnel Committee: No report.

6.     Furnishings Committee:
•    Gutters: Shirley had obtained permission from architect Mike Tucker to go ahead with gutters that match the gutters already installed, and he had estimated the cost, including installation, to be $5,000-$7,000. Shirley will contact some local companies for quotes and will try to get the gutters installed quickly.
•    Water damage: Brian Osterhaus had estimated $1,200 to repair current damage, and suggested that Sundays would be a good day for doing the work.
•    Beth Bird artwork: Both pieces are ready for picking up and payment. The Board liked the idea of unveiling the works at the Anniversary Celebration.

7.     Policy Committee: No report.

8.    Strategic Planning: Dan reported that Shirley had conducted some planning activities with the staff, and Shirley had begun revising the current plan. Shirley and Dan will have a revised plan for the April meeting.

9.    Marketing Committee:
Logo: Board members discussed the committee’s proposed new logo and its varients. On behalf of the Committee, Brenda MOVED “Approval of the logo,” which motion, after discussion, was CARRIED. Ayes: Boice, Brant, Bries, Digmann, English, Heitzman, Ingles, Knepper, Schwendinger; Nays: None.
    Wine Tasting Fundraiser: Brenda reported that the Commercial had worked up a nice advertisement, which could also be used in posters. She hoped to have tickets ready by the 20th, and she will contact a few businesses to sell them, so that this information can be included on the posters. The posters will also note the unveiling of the artwork.

11.    Meetings and Training:
Upcoming: Amy Wilhelm will soon know if she will be in the next session of public library management training.
Shirley is planning to take two WIMBA sessions, including one on marketing.

Recently Attended: No report.

12.    Teen Advisory Board: Shirley noted the energy and enthusiasm generated at the initial meeting.

13.    Oral Presentations: The Board noted the Library’s high national ranking from the very confusing Library Journal Star ranking.
13.    The next regular meeting is scheduled for Wednesday, April 8, at 6:45pm.

14.    Joyce’s motion to adjourn was seconded and CARRIED at 7:49pm. Ayes: Boice, Brant, Bries, Digmann, English, Heitzman, Ingles, Knepper, Schwendinger; Nays: None.

Daniel Boice, Secretary