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Minutes 12-10-2008

James Kennedy Public Library
Board of Trustees
Minutes of the November 12, 2008, Meeting

The regular monthly meeting of the Board of Trustees of the James Kennedy Public Library was held on Wednesday, November 12, 2008, in the Hoffman Community Room. Present: Angela English, Dan Boice, Joyce Bries, Dorothy Digmann, Barb Heitzman, Karen Knepper, Becky Schwendinger, and Library Director Shirley Vonderhaar. Sally Brant and Brenda Ingles were absent.

1.    The meeting was called to order at 6:50pm by Board President Angela English.

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

3.    Agenda Consent Calendar:
•    Minutes of the November 12th Regular Meeting

•    Correspondence & Communications: None.

•    November Librarian’s Report: The Board noted the continuing increase in circulation.
•    Bills:
November Claims Report
General Library Claims for November
November/December Credit Card Claims: None.

•    Budget Reports:
November City Report
November Library Report

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

•    November Gifts to Library Trust Account

Donation:    $36.66
From:        Shirley Vonderhaar
In Memory Of:    Darlene Tenney
Restrictions:    For special memorial books

Angela expressed the Board’s thanks to Shirley for her generosity.

•    Program Reports
November Report on Programs & Attendance
December Calendar of Events: Shirley noted that the calendar of events is on the Library’s website, and Angela noted that it can be easily downloaded.
Schedule for Upcoming Programs:

•    Grants: Shirley is studying the possibility of applying for an ICMA Public Library Innovations Grant. These are funded by the Gates Foundation, and support library and city government cooperation in addressing specific community needs. Shirley is awaiting word from Mr Michel about her ideas. Shirley will also be working with the Friends in applying for a DRA grant.

•    Friends of the Library: The Friends allocated $2,000 to start a Playaway collection of audio books, and another $2,000 for bolstering the collection in 2009. Shirley displayed a Playaway, noting that they require earbuds, which libraries often sell in lieu of checking them out. Shirley plans to sell earbuds for $1.00/pair, with proceeds going to the Friends line in the Library Trust account. In order to avoid dead batteries, staff will check to see that the batteries are fully charged when checked out, and the borrower will then be responsible for replacement if needed.

Karen MOVED “Approval of the Agenda Consent items, with the exception of item 01-000122 of the Library Claims,” which motion was seconded and CARRIED. Ayes: Boice, Bries, Digmann, English, Heitzman, Knepper, Schwendinger; Nays: None; Absent: Brant, Ingles.
Becky MOVED “Approval of item 01-000122 of the Library Claims,” which motion was seconded and CARRIED. Ayes: Boice, Digmann, English, Heitzman, Knepper, Schwendinger; Nays: None; Absent: Brant, Ingles; Abstaining: Bries.

4.    Consideration of FY2009-10 Library Operating Budget: Shirley and Angela discussed the Budget Committee’s proposal for a budget for next year, noting the City’s expectation of a 4.1% COLA for staff, which, along with increased insurance premiums, will result in an increase of $11,000 in personnel costs. The Board noted that the community’s need for the Library increases as the economy sours. After further discussion, Barb MOVED “Approval of the proposed budget for FY2009-10 with total expenditures of $302,400.” The motion was seconded and CARRIED. Ayes: Boice, Bries, Digmann, English, Heitzman, Knepper, Schwendinger; Nays: None; Absent: Brant, Ingles.

5.    Consideration of FY2009-10 Trust Account Budget:  Barb MOVED “That the Board request a budget of $25,000 from City Council,” which motion was seconded and CARRIED. Ayes: Boice, Bries, Digmann, English, Heitzman, Knepper, Schwendinger; Nays: None; Absent: Brant, Ingles.

6.    Annual Report for 2007-08: Shirley distributed the report, and asked members to report corrections to her as quickly as possible, since she will distribute this to the City Council and other officials.

7.    Evaluation of Director: A compilation of the reviews was in the members’ packets. Shirley noted that she seeks comments that appear frequently, in order to get a sense of which are consensus concerns. Dan suggested that the Board consider appointing a subcommittee for future evaluations, in order to make the process more effective.

8.    Finance Committee: Nothing further.

9.    Personnel Committee: No report.

10.     Furnishings Committee: Beth Bird had been in to the Library, and liked the idea of locating her painting above the fireplace.

11.     Policy Committee: Barb MOVED reaffirming Policy 2.F, that the Library follows the City’s personnel policies, with such emendations as deemed appropriate by the Board. The motion was seconded and CARRIED. Ayes: Boice, Bries, Digmann, English, Heitzman, Knepper, Schwendinger; Nays: None; Absent: Brant, Ingles. Because the Library’s work schedule does vary from that of City Hall, the Policy Committee will consider establishing a calendar which includes being open on City holidays, and allowing staff to use “floating holidays.”
    DVD Circulation: Shirley reported that several popular DVDs had been removed from their cases and stolen. Shirley had purchased a cabinet for storage of the disks, to be kept behind the Circulation desk. When a DVD is checked out, the staff will put the disk into the case. This will begin with newly acquired DVDs and those most likely to disappear.

12.    Strategic Planning: No report.

13.    Marketing Committee: No report.

14.    Meetings and Training:
Upcoming:  Shirley is planning to participate in a webcast on free databases.

Recently Attended: Board members reported that the ICN session on community involvement had been technically lacking.

15.    Oral Presentations: Shirley had enclosed a report from the Senior Advisory Group’s first meeting.
   
16.    The next regular meeting is scheduled for Wednesday, January 14, at 6:45pm.

17.    Dorothy’s motion to adjourn was seconded and CARRIED at 8:07pm. Ayes: Boice, Bries, Digmann, English, Heitzman, Knepper, Schwendinger; Nays: None; Absent: Brant, Ingles.




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Daniel Boice, Secretary