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HomeMy WebLinkAbout2018-03-26 Library Board of Trustees Minutes Approved ANACORTES PUBLIC LIBRARY BOARD Minutes of March 26th, 2018 PRESENT Dave Duck, Jim English,Nick Alphin, Alethea Fleming and Katherine Hamer. CALL TO ORDER Dave called the meeting to order at 9:00 am. VISITOR-STAFF INTRODUCTIONS Ruth Barefoot—Library Director Sydney Brady—Administrative Assistant. Brief introductory intros around the table of all Board Members to Ruth. APPROVE PREVIOUS MEETING MINUTES Minutes of February 12th 2018 meeting were approved as written. PETITIONS TO THE CHAIR None. ADOPTIONS/CHANGES TO AGENDA& AGENDA ADOPTION None APPROVAL OF BILLS For the time being activity will be put on hold until after the election of new officers. COMMITTEE REPORTS: Library Art Committee: Hasn't met but the Gallery Track has been installed in the Community Meeting Room. Katherine shared that the Art Committee will select Art to be displayed. There will be an open process for submissions. Artists will need to assume liability. City will not cover risk of damage to art displayed. Adult Programming and Publicity Committee: Ruth shared the list provided of all upcoming adult programs scheduled. Manieri Committee: Has not met. Maritime Committee: No recent meeting. UPDATES: LIBRARY STAFF • Ruth shares that she has been meeting with all library staff in one on one sessions. She is getting to know the strengths of her team. o Gina's list of scheduled adult programs is again referred to. Ruth acknowledges that many community members come to the library but would also like to get our staff OUT into the community. o Leslie's summary of youth activities was shared. Including the success with "stories and stretches" as well as the Stem Saturday partnership with WWU. Pt out of 4 Saturdays went well. FRIENDS OF THE LIBRARY • Katherine shared that the Artwork has been a big topic of discussions. • Planning for 2019 50 year celebration includes a lot of ideas but no firm planning at this point. FOUNDATION • Alethea shared that the Foundation fundraising event this fall will need attendance and participation. REVIEW OF BOARD CALENDAR Reminder of the need for a Quorum. UNFINISHED BUSINESS • Nominating Committee Report. We have 5 members and 3 positions. The current Nominations include: o Chair: Jim English o Vice Chair: Alethea Fleming o Secretary/Treasurer: Katherine Hamer • There will be a vote held at the next meeting in April. • Alethea Formally proposes that each board member review the By-Laws and Policies in regards to the election process and be prepared to discuss by the April Board meeting. NEW BUSINESS • Document Retention Policy o We are interested in cleaning up and digitizing our older documents. In the interest of using better space of our limited storage we are considering the practice of storing notebooks of old meeting notes in the library. The Board meeting notes have been stored electronically since 2008, but we have many shelves of paper copies of these and older notes going back decades. Ruth would like an idea from the Board, of what notes are needed and what plan might be made to deal with older records. • Director's Vision o Ruth speaks to our current library and how our patrons enter to a "gauntlet of desks and passive cubicles" Form follows function. She wants staff to imagine smaller desks, and to remove the split between reference and circulation desks. She wants to create more "areas" and celebrate the services that we do have. Such as the passport services and Manieri and maritime collections. o She would like to make it clearer where the kids' space is as soon as you enter the library. Using all senses, create flow. o Perhaps move nonfiction collection upstairs where it could be quieter / more serious. o Fiction should be closer to circulation desk which would help with "lean management". Keeping the busy fiction and children's materials closer to backroom. o Teen area is needed. Perhaps enclosed, to allow the teens to use "outside voices". Not a"wild"hot spot, but an appealing gathering place. o Any reconfiguration would still need to offer a choice between loud and quiet places. ADJOURNMENT The meeting adjourned at 10:30 a.m.