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Home My WebLink About2017-11-20 Library Board of Trustees Minutes Approved ANACORTES PUBLIC LIBRARY BOARD Minutes of November 20th, 2017 PRESENT Dave Duck, Jim English,Nick Alphin, Diane Munce, Alethea Fleming and Katherine Hamer. We began with a presentation from Mayor Laurie Gere. Mayor Gere shared that she was here today to thank Diane Munce for her years of service to the library. A certificate was presented to Diane and a photo was taken. VISITOR-STAFF INTRODUCTIONS Library Management: Gina Van Hess, Jeff Vogel, Leslie Wilson, Diana Farnsworth. Sydney Brady—Administrative Assistant. Special Visitor: Mayor Laurie Gere A special welcome was made to our 2 new board members: Alethea Flemming and Katherine Hammer. Jim starts off introductions and we go around the table each board and staff member introduce themselves and share about the years of service at the library. APPROVE PREVIOUS MEETING MINUTES Minutes of October 16, 2017 were approved as written. PETITIONS TO THE CHAIR None. ADOPTIONS/CHANGES TO AGENDA& AGENDA ADOPTION Jim requests to add a discussion about the status of lighting and plan for new carpet. APPROVAL OF BILLS Diane had checked the bills. COMMITTEE REPORTS: Library Art Committee: Leslie shared that Study room A has a new piece approved Adult Programming and Publicity Committee: Gina reported that we are fully scheduled for the first quarter. Manieri Committee: Jeff is working on preparing the Manieri budget with Louise. Next meeting in December. Maritime Committee: No report UPDATES: LIBRARY STAFF New staff started in October: • New Library Assistant: Medea Westcott • New Administrative Assistant—Sydney Brady Dave has included a current staff list in meeting packet. He encourages all members to meet library staff. Leslie reports: • 72 participants for recent"time for tots". This broke a record for highest count. She has ideas for how to better serve this need. Usually the attendance is between 50 and 60. • New book club for 4th and 5th graders and Middle school students. • New teen writing group. Small start but enthusiastic. "On the spot"new participant during first meeting. Jeff reports: • Working with Gina on foundation budget. • Working with Louise on Manieri budget. • Jeff also working on technical issues in the meeting room: o Nick requests that the screen is adjusted a bit to show movies. It seems too low and the front row of attendees block the lower part of the screen for others. Diana reports: • Success with Comic Night with an attendance of at least 504 guests. Kids and teenagers very involved and enthusiastic. One youngster was heard proclaiming, "The library has Cool stuff going on". o Alethea asked about Harry Potter attendance. It is shared that it was over 700 and that 500 is a success for a less popular theme. Alethea had positive feedback about the addition of the youth live theatre at comic night. • School librarians, Jeff, Rossy have worked on getting the new student cards active and distributed. • No more NASA events for 2017. This will pick up again early in 2018. • Leslie and Diana traveled to Ferndale to observe the Robotic set up. FRIENDS OF THE LIBRARY • A financial report was provided. Friends will continue to send balance sheets and Brian will come to board meetings if needed. FOUNDATION • Last met on October 17th (They meet the 3r1 Tuesday of every month) There was no quorum so no new business was discussed. Financials are not available. • Dave explained that we have a board representative at the Friends of the Library meeting and the Foundation meetings. Those positions are open now with the exiting for Diane and Judy from the board. The meeting this Tuesday night will NOT be attended by Diane. o Discussion of the golf tee holes from "Links at the Library". People built those holes for the library, but is it ok to allow other groups to use them to? The group determined that anyone who built a hole, owns the hole and could lend that to anyone they want. REVIEW OF BOARD CALENDAR • Dave suggests we cancel the December meeting. It is agree upon. Sydney will post the announcement. • January 3rd, Monday is tentatively planned for the next meeting. • Jim will be gone January and February. UNFINISHED BUSINESS • New Board of Trustees Members: o Jim Emphasizes that the Board position is "Advisory"not is over policy but is not a governing board and does not involve itself in operations. o Judy and Diane acted as secretary—which would include the duty of taking minutes at meetings and regularly reviewing invoices. o Dave spoke about the previous Saturday's workshop about running board meetings. Sydney will make copies of Gina's packet so that Alethea and Katherine have a copy of the meeting material. Dave will try to run the video during the January board meeting. • By laws state you cannot miss 3 meetings in a row or 4 total meetings a year. • Diane will turn over by laws notebook to Katherine. Judy will give hers to Alethea. • Dave asks Katherine and Alethea to connect with Rossy to set up city email. NEW BUSINESS • Meeting room update: o Partition is gone for good o Nick requests to be trained on new technology o Heat IS working o Podium is coming soon o Padding under new carpet is appreciated. o New blinds. o Jeff reports that VOIP is in process for video conferences — this currently exists in City Hall. o Proposal from Friends to have artwork periodically changing. Waiting to see if we can feature local artists. Suggestion given to install Gallery System to hang art by suspending it from tracks located at the top of the walls. This would allow easy changes without damaging walls. Nick likes the idea of local photographs and art work. Diane suggests historic options. Also possible to tie in with local or library sponsored events. • Facilities: o Lighting: • Jim is frustrated with the lack of attention to lighting in the library. He is considering taking his concerns to the mayor. We have been waiting for almost two years to get new lighting. The request has been shared with Russ and he is working on it. Dave suggested putting concern in writing, a "we are concerned" letter needs to be sent. Leslie suggested asking for the children's area to be installed first. • Lighting is a concern inside and out. But there is a chance that neighbors might complain if outside lighting is increased. • Jim feels the lack of lighting is a disservice to patrons and staff. o Carpet: • New carpet funding is available in Mac's budget. Vinyl in January. • Leslie speaks to the challenges of packing and moving books starting Sunday 12/3. Packing will take continue on the 4th and 5th. Mac and team will takes shelves down on the 6th, 7th and 8th. Carpet install is scheduled for the 11th — 15th. It will be in the form of carpet squares. The 3rd week of December we put it all back together. • The Vinyl will be in the form of squares as well when it is installed early in 2018. • Volunteers are needed. Leslie is looking for "groups" to help due to insurance coverage. Or established volunteers that already have cleared back ground checks are able to help. • Library Director Selection Process o Dave shares the time line of hiring a new library director. • Position posted in early January • Alethea is curious about where the position is posted. Talent Bank Applications are mentioned. The posting will reach potential applicants from around the country. • Mayor review of applicants January 22—26 • Applicant Forum and Open House Thursday February 1st. This will include coffee and snacks, Open house will be hosted in the Community Meeting Room. • Interviews to take place on Friday February 2nd. The interview panel will include 2 Library Board Members. Dave and Nick will fill those roles. • The plan is to offer a job by Friday February 9th. With a start date of March 1st Dave askes for any additional questions or comments. None are offered. ADJOURNMENT The meeting adjourned at 11:16 a.m.