Loading...
HomeMy Public PortalAbout2005 McCall Public Library Board of Trustees Meeting 8 Dec., 2005 4:00pm Library Conference Room I. Call to Order: II. Attendance: III. Minutes: IV. Staff Report: V. Friends Report: VI.Budget and Stats: VII. Old Business Future plans VIII. New Business Expired board seat Statue LOT money Raise fees Grant Fund raising for new rug IX. Adjournment: Next meeting: Jan. 19, 2006 McCall Public Library Board of Trustees Meeting 8 December 2005 Call to Order: 4:10 pm Attendance: Anne Kantola, Robyn Armstrong, Ed Hershberger, Diane DeChambeau, Lynn Lewinski, Susie Reddick Minutes: Approved. Staff Report: Dan Irwin, City Clerk, has resigned and moved to Boise where he has a new job with the State and has purchased a home. Our staff is fine, including Sophie McManus who continues to make gains. Heather is back, and many thanks go to Arliss who is willing to work Saturdays alone. Anne has a community service worker who owes 400 hours. So far, he has served about 40 hours and has been a great help with snow shoveling, computer work, and heavy lifting. Mary Jane will soon depart on her annual trek to Atlanta for Mountain Monkey Business's jewelry purchases. Friends of the Library: Diane reports the Friends are very pleased with the Festival of Trees outcome, saying it was perhaps the greatest financial success ever. They are also happy about photos of the library and the Festival that have been posted on the City's web page. Robyn will attend the next Friends meeting to send a formal thank-you for all the efforts and accomplishments of the Friends. In addition, Diane noted the Pump House winter schedule includes Wednesdays through Saturdays. Budget and Stats:With 8% of the year gone, 7.6% of the budget has been spent, so Anne feels we are on track. The budget was given to Ed for review. We discussed the importance of meeting with the City Council, including new members, after we coordinate our new direction in the wake of the districting election results. Stats have dropped; our total materials checked out dropped from 2800 to 2500 in October while the number of people walking through the door also dropped from 2600 to 1900. Old Business: Future Business: Where do we go now that districting wasn't approved by the electorate? Robyn Mayfield feels that any more efforts to establish a district should start from the south end of the county. Ed, on the other hand, prefers to change boundaries to those of the McCall-Donnelly School District before we try again. Susie is wondering how any districting attempts would affect the city's current plan to include us in their potential "city campus" construction plans. At this point, no decision has been made about how we will address our strategic plan. Anne will ask Roger Millar to attend our next meeting to clarify some issues. New Business: Expired Board Seat: Ed has requested an extension of his term. A motion was made to approve this request, seconded, and heartily approved. Anne will put this item on the City Council consent agenda and remove the ad from the newspaper. Statue: A beautiful statue has been donated to the library. Although the donors would like to see it placed on the lawn in front of the library, Meg has concerns about space for outdoor children's programs on our small lawn, and there are safety issues as well. Anne proposes developing a "pocket park" for the statue between the library and the old fire station. LOT Money: Last year, we were last on the list but in late September, the library received $2100 for audio books and cases. Next year, we'll be at the top of the list and are asking for funding for computer battery backups. Raise Fees: Christie Gorsline plans to attend the next City Council meeting as a private citizen to point out that the City subsidizes many nonresident families for library services. City families pay $99; currently, nonresident families pay $25. Do we want to raise nonresident fees? We'll do some thinking and calculating and revisit this issue next April as Anne prepares for next year's budget. Grant: Carol and Meg wrote a grant for which we were awarded $2150 from the Idaho Community Foundation. The money will serve to enhance our Spanish language collection for children and adults and must be spent by May 15th. Lakirdi o bl I I % •461 X.aonuor hug. pajnpayos s! 6u!4aaw 4xau ,anp wd gi,:g :+uawu,ano(py �auuy 'oe •o6 n swab! 000 B pogo y+!m 00'0£ a.nogo 40 s! a.unoo uon.owo4no ay1 •uo!ssnos!p s!NT anu!poo !pm a44 's4uawanoddw! 6ulpllnq uo hj.aoap s! s!soydwa 6u!p!.a4.slp-Jsod s auuy •sanjags mau Apoul j. puo 'a.ad.aoo mau 044. 1104u! map. 'a.s.a!j Anal!! ay. a.u!od oa. sadoy 349 'suo.a+od po Jo j. nos puo ajq!ssa000 J!oyojaaym s! 4.044. 6u!njays mau JoJ Aauow pug. oa. paau am .I.oy} Xj6uo.1.1s )(Jan sjaa j. auuy 'osjy 'smau Anal!! ,ao j. nods 6u!s!4.Janpo aaJJ paJa j4o soy AZcDI :swab! Jay+p •asnoH dwnd 344 40 do pua how tadJoo s!ya :6uRad,aoo pasn ,aay nouop o4 paJaig.o UDwom o 'a(jsno!na,ad '110!4ojjo+su! 6ulpnpu! ao!oyo .ano j.o Tack= 344. a+ouop 04. pajjoo uowaja.ua6 v 'hop.aaa.sa, •a.ad.aoo ,ano aoojda,a 04 shorn .ao j 6uplooj s! auuy :6nt! maN ,ao} 6u!spdpunJ Edward Hershberger P.O. Box 292 McCall, Idaho 83638 8 December 2005 Robyn Armstrong,President McCall City Library Board McCall, Idaho 83638 Subject: Request for re-appointment to McCall City Library Board Robyn, I do believe that 'libraries Matter"and would like to see that library services flourish in both McCall and our impact area. The recent election demonstrates that the voters in the southern portion of Valley County do not agree with this proposition while those in McCall and the surrounding area do. Therefore, I propose that we should step back and find a way to move forward with our original 2003 strategic plan wherein it was proposed that a library district be founded based upon the McCall-Donnelly School District boundaries, less inaccessible portions such as Yellow Pine and areas in Adams County. Given that the Library Board and the City Council agree that such action is appropriate, I request reappointment to another term upon the McCall City Library Board. Sincerely, o - Edward Hershberger McCall Public Library Board of Trustees Meeting 17 Nov., 2005 4:00pm Library Conference Room I. Call to Order: II. Attendance: This meeting has been postponed until Dec. 8, 2005. III. Minutes: IV. Staff Report: V. Friends Report: VI.Budget and Stats: VII. Old Business Districting Report VIII. New Business Future plans Expired board seat Thank you IX. Adjournment: Next meeting: Dec. 8, 2005 (tentative) McCall Public Library Board of Trustees Meeting 27 Oct., 2005 4:00pm Library Conference Room I. Call to Order: II. Attendance: III. Minutes: IV. Staff Report: V. Friends Report: VI.Budget and Stats: VII. Old Business Districting Report VIII. New Business Letter to editor Future plans IX. Adjournment: Next meeting: Nov. 17, 2005 (Maybe) McCall Public Library Board of Trustees Meeting 27 October 2005 Call to Order: 4:15 pm. Attendance: Ed Hershberger, Robyn Armstrong, Diane DeChambeau, Anne Kantola, Lynn Lewinski, Susie Reddick Minutes: Approved. Staff Report: Everyone on staff is doing well. Sophie McManus is still recovering from surgery, but is doing great. Mary Jane took a tumble at the end of her vacation and had to take an extra week off due to injury. Heather now works five hours a day, three days a week with these adjusted hours, she has decided to stay. Anne mentioned that Heather is very well read. She may use Heather to help build our book clubs. Currently, the Library Book Club meets the third Thursday of each month and the Huckleberry Book Club meets on the fourth Thursday. Overall, Anne is extremely pleased with her staff. Friends Report: Diane tells us the Friends are in a full court press to organize the Festival of Trees at the golf course this year. She assures us it will be a grand affair! Budget and Stats: Anne gave spreadsheet information to Ed. The library took in $1300 last month. Anne has spent 85% of the years budget. We gave her a round of applause for her outstanding stats report. Old Business: Districting Report: The forum presentation went very well. No negative comments were heard; Anne and Robyn report that it was a very positive experience. Anticipating that voters will approve the districting plan, Anne recommends that at least one of the current Board of Trustees members serve on the interim District Board, even if in an ex-officio capacity. New Business: T Letter to the Editor: Robyn asked for final input on a letter to the editor from the Board to appear in the Star News next week. A copy of the revised letter is attached. Ed moved that Robyn's letter be signed and sent to The Star News. His motion was seconded and passed. Future Plans: Anne will be working on grant applications. She will work with Carol Coyle on a grant to keep the Donnelly library going; however, this may not be addressed until next spring. In addition, Anne knows that it will be most important that a competent administrator with library experience be hired as executive director under the new system. Carol and Anne will ask for some money to hire such a person as part of the LSTA grant request in early January. Unfortunately, the state no longer can guarantee funding for the $750,000 interim period we face. We may get less than one-fourth this amount from the state. Among other ways to acquire funds, McCall and Cascade will continue to charge county residents for library cards until January 2007. A party for the Board and staff of the library will take place at the Reddicks' house on November 14th at 6:00 pm. Susie will email information about this soon. Adjournment: 5:30 pm. If the districting proposal does not pass, our next library board meeting will be a combined November/December meeting on Thursday, December 8th at 4:00 pm. Signature: �;Ls rA„,,,,,;ii • Date: 1 )M5- / McCall Public Library Board of Trustees Meeting 7 Sept., 2005 4:00pm Library Conference Room I. Call to Order: II. Attendance: III. Minutes: IV. Staff Report: V. Friends Report: VI.Budget and Stats: VII. Old Business Cataloging Districting Report VIII. New Business Facilities IX. Adjournment: Next meeting: Oct. 20, 2005 ,` McCall Public Library Board of Trustees Meeting 7 September 2005 I. Call to Order: 4:10 pm II. Attendance: Ed Hershberger, Robyn Armstrong, Anne Kantola, Susie Reddick III. Minutes: Amended to include Anne Kantola under "Attendance" and approved. IV. Staff Report: Meg's daughter, Sophie, is improving rapidly and Meg has returned to work. Unfortunately, Heather may be leaving for personal reasons; Anne will keep us posted on this. Mary Jane goes on vacation in two weeks, from September 19 to October 3. Anne is fairly confident that she has enough staff to cover the next few weeks. She will be gone September 9th to Payette for a SWIRLS meeting. V. Friends Report: Without Diane, we have no report today. VI. Budget and Stats: Lindley told Anne to spend the rest of this year's money by September 15th. She has used his suggestion to spend almost $7000 to purchase CD and cassette tape storage albums for audiobooks. She has also purchased a new laminator, two book trucks, and a video rewinder. The staff will be trying out a new system for checking out audiobooks; the due dates will be attached to the materials with a sticker instead of the pocket system used with books. (Not enough space on audiobooks.) Anne will have one more meeting with Lindley before the end of the fiscal year. She can't spend any more money after the 15th but all the book money is spent and she's checking on remaining funds. VII. Old Business: a. Districting Report: Robyn will let Christie know about the School District's Back-to-School Night dates in case she wants to talk to principals about setting up a publicity table. Anne would like to have us help draw county residents to the polls in November; it seems there may be a lack of major issues that would draw large numbers of voters. We should try to encourage people to submit absentee ballots if necessary. Ed will stop by the Valley County Courthouse in Cascade tomorrow to learn more about the process. b. Cataloguing: Although cataloguing continues slowly, Anne's hectic schedule plus the arrival of many new books has put her behind schedule. 5he hopes to catch up soon. VIII. New Business: a. Facilities: A contractor hired through the City's architectural committee has studied our existing City facilities and asked Anne a few questions. He wanted to know what we need in the short-term (approximately the next five years). Anne provided a description of our immediate needs in terms of shelf space, storage, space for kids' programs, and other essentials. He will work on price and a basic timeline. Anne expects a report soon. IX. Adjournment: 4:55 pm Next meeting: October 20th at 4:00 pm in the library conference room. 'patiriCte 9e or-1 a do5- ( h0 L 1M,e. (di PtJ-CG e Soand, 7)aksz, ew I Reddick`Library Agenda 8-18-05.doc Page 1 j McCall Public Library Board of Trustees Meeting 18 Aug., 2005 4:00pm Library Conference Room I. Call to Order: II. Attendance: III. Minutes: IV. Staff Report: V. Friends Report: VI.Budget and Stats: VII. Old Business Policy Manual Review Trust Review Districting Report VIII. New Business Facilities Study Meeting St-Pt ". IX. Adjournment: Next meeting: Sept. 15, 2005 McCall Public Library Board of Trustees Meeting 18 August 2005 Library Conference Room I. Call to Order: 4:13 pm II. Attendance: Lynn Lewinski, Diane DeChambeau, Robyn Armstrong, Susie Reddick, Anne Kan-bia_ III. Minutes: The minutes were amended to add "Parks and Recreation" to the list of facilities to be included in a City "campus" and approved. IV. Staff Report: Meg's daughter had surgery in Boise earlier this week; she will be off for a while. Other employees have vacations scheduled at various times from now until the end of September. Anne may need to call on Board members to answer phones, etc. if she gets in a bind. V. Friends Report: The Friends met on Tuesday. A new program is underway; the "Restackers" will be trying out a new approach to organizing donated books. In addition, the golf course will be the site of this year's Festival of Trees, providing food and drink for sale to visitors. Anne wonders if the Festival should schedule one afternoon without alcohol, perhaps the afternoon that story hour will be held for children. Also, the Friends will consider holding just one book sale per year, to be held during Winter Carnival in the library's conference room. VI. Budget and Stats: Next year's budget looks to be about the same as this year's. The City decided not to ask the library help support • a new Code Enforcer. Our budget is stable for this year; all money will be spent by September 15th. Data sheets will be forwarded to Ed Hershberger. VII. Old Business: Policy Manual Review: Although some formatting and punctuation issues need to be addressed, the manual looks good and ready to use. Trust Review: Anne sought advice from our new city attorney about what will happen to the library's existing trust money if we become a district library. The attorney said that, ethically, the City should allow any trust funds of the McCall Public Library to stay with the new library system. Districting Report: The County Commissioners were reluctant to put Districting on the ballot, evidently due to concerns related to other recent county tax increases. The Commissioners also made a request to redraw the district boundaries to exclude High Valley due to winter access and other problems. These issues will be decided at an upcoming meeting in Cascade on August 22"d at 3:30 pm. In the meantime, the campaign has kicked off with "Library Matters" bags, bracelets, and bookmarks. Christie will visit Yellow Pine this Saturday. VIII. New Business Facilities Study Meeting: Between September 6th and 9m, a group hired to conduct a study of City facilities will be in town. Anne will try to schedule our meeting with them on the afternoon of September 7th which will double as our September meeting. Other Meeting: On August 24th at 1:00 pm in McCall, Anne will attend a "Resetting the Tax Structure" meeting sponsored by the State Tax Commission. She will speak on behalf of libraries. Star News Ad: Anne will forward information about the September ad to Susie by next week. IX. Adjournment: 5:45 pm Next meeting: 7 September 2005, time to be announced. , ' 7 aooc McCall Public Library Board of Trustees Meeting 21 July 2005 3:00pm Library Conference Room Meeting Cancelled. I. Call to Order: II. Attendance: III. Minutes: !V. Strategic Plan Review IX. Adjournment: Next meeting: Aug. 18, 2005 McCall Public Library Board of Trustees Meeting 8 June 2005 3:00pm Library Conference Room I. Call to Order: II. Attendance: III. Minutes: !V. Strategic Plan Review IX. Adjournment: Next meeting: July 21, 2005 McCall Public Library Board of Trustees Meeting Minutes 8 June 2005 I. Call to Order: 3:30 pm II. Attendance: Anne Kantola, Robyn Armstrong, Lynn Lewinski, Ed Hershberger, Diane DeChambeau III. Minutes: Approved. We all liked the library ad by Robyn. IV. Strategic Plan Review Important to see first and second goals. Meeting yesterday about facilities study the City is putting together for a "campus" to house all facilities (5). This study will be done by October 1, 2005. Diane made a point of having the library included as a "full team player" in this upcoming change; other facilities will house the City Hall, Police, Parks and Recreation Department, and seniors. Ed questions how to include Rock Flats of Adams County in this District election. What does the legal aspect incur? Is it easier to wait until the election and then have them petition to become part, share expanded taxes, etc Diane would like to see the web page use the mission statement. Also have the mission statement, strategic plan and then the executive summary. • Change all dates • Update numbers on use, i.e. page 7 • Watch the "tense" of grammar, i.e. have done instead of will do The revisions are to be written up for review and completion; read prior to our next meeting. V. Adjournment: 4:40 pm Anne will call a meeting on July 21st if necessary. . ; i' 'Drue-�' g aD°5 Chairmart McCall Public Library Board of Trustees Meeting 19 May 2005 4:00pm Library Conference Room Call to Order: Attendance: lII. Minutes: 6. Staff Report: Mel * &,c V. Friends Report: NI. Budget and Stats: VII. Old Business: Districting report— Pr0r "\ Cataloging report-- New projects - LOT Strategic Plan Review Report for City Council VIII. New Business: Budget Schedule - g„cilti- Change in computer charges Fund balance report — a par°�5 + Firehouse r � LS i-ar IX. Adjournment: Next meeting: June 16, 2005 McCall Public Library Board of Trustees Meeting 19 May 2005 4:00 pm Library Conference Room I. Call to Order: 4:05 pm II. Attendance: Ed Hershberger, Anne Kantola, Robyn Armstrong, Diane DeChambeau, Susie Reddick, Lynn Lewinski III. Minutes: Susie distributed revised copies per Christie Gorsline's suggested changes about districting. Minutes were approved for Robyn's signature. IV. Staff Report: Sue Rost has taken over as children's librarian while Meg is on maternity leave. V. Friends Report: Diane tells us that the Friends are still planning for the Festival of Trees to be held at the golf course clubhouse if scheduling conflicts can be resolved. In addition, the Friends will donate money to purchase a bicycle for the child who reads the most as part of our Summer Reading Program. VI. Budget and Stats: The statistics were delivered to Susie and the budget information will be given to Ed at a later date. VII. Old Business: Districting Report: Christie is working on the marketing plan, but she's having some trouble finding volunteers for fair booths, phone calls near election time, etc. Some people are willing to hang materials on doors but not to ring bells to discuss districting. However, Christie is hard at work on a marketing campaign with the theme "Libraries Matter". Plans include ads in the Star News and the Advocate (on November 2"d and 3rd), "Livestrong"- type bracelets inscribed with our theme, canvas bags, and student packets. Erin McCusker representing the State Library recently told Anne that there might not be as much LSTA money available as we first thought. We could be looking at funding problems in late 2006 if the electorate approves districting and the City of McCall ceases to fund our operation as anticipated. Erin will keep Anne posted. Currently, our plan is to use existing LSTA funding to develop summer adult programs. We need ideas and people to conduct classes/workshops in areas such as fly-tying, gardening, wildlife, and scrapbooking. Cataloguing Report: The report is attached to the minutes; 20,511 items are now in Spectrum and 18,429 items are fully catalogued for patron access. New Projects - LOT: We have been awarded $2000 from the recently created Local Option Tax fund. This money should arrive in September if enough tax dollars are collected. Strategic Plan Review: We will dedicate our entire June meeting to this discussion. Robyn brought a copy of the City Council minutes from April 10, 2003, the night we presented our Strategic Plan to the City Council. The minutes include our request to incorporate the old fire department building into our renovation plans. Report for City Council: We need to remember that this presentation is scheduled in October; part of the presentation should include the results of our work with the Strategic Plan at our next meeting. VIII. New Business: Budget Schedule: Anne has been asked by the state if we want to participate in a statewide information access program coordinated by the State Library. We do not have to participate, but if we do, the fees involved will be approximately $1350. Changes in Computer Charges: The library staff has requested a new fee and time schedule for computer use. In the past, we have charged $2 for 15 minutes or $5 for one hour. To simplify the situation and move more people through the computers, the staff would like to have one rate: $3 for 30 minutes. The Board approved this request; Anne will relay the information to the City Council. Fund Balance Report: As it turns out, the City did not apply any of our budget to a building fund; instead, they have sent it to our general fund. In the end, about $6000 will be put into a savings account (our fund balance). At the end of this year, the account will hold about $19,000; Anne has been told that if districting goes through, we may not get the money from the City. She has been advised to spend it in ways that will provide an advantage to a new district library, for example, replacement computers, packaging for the cassette collection, etc. Star News Ad: Susie will send information about the Children's Summer Reading Program and the need for presenters for the adult programs to Tom Grote in time for next month's ad (probably around May 27th). Anne or anyone else should let Susie know if more information should go in this ad. IX. Adjournment: 5:35 pm Ie j rn 41414 aAndan (4vI1e l D a 005— ) Signatu e ba&e Our next meeting will be held Wednesday, June 8th at 3:00 pm and will be dedicated to a Strategic Plan Review. McCall Public Library Board of Trustees Meeting 21 April 2005 4:00pm Library Conference Room I. Call to Order: II. Attendance: III. Minutes: IV. Staff Report: V. Friends Report: VI. Budget and Stats: VII. Old Business: Districting report 1 Cataloging report VIII. New Business: Strategic Plan Review Sidewalk Painting New projects - LOT Report for City Council IX. Adjournment: McCall Public Library Board of Trustees Meeting 21 April 2005 Revised I. Call to Order: 4:09 pm II. Attendance: Lynn Lewinski, Robyn Armstrong, Christie Gorsline, Anne Kantola, Susie Reddick III. Minutes: Approved and signed. . 4- IV. Staff Report: Anne passed around copies of department reports that are being submitted to Lindley. Arlis is experiencing back problems; under her doctor's recommendation, she's home resting and may be back to work as early as Saturday. V. Friends Report: Without Diane, we have no report today. VI. Budget and Stats: Stats were passed around; Anne will save budget report for Ed. Fifty percent of the fiscal year has passed and 45.3% of the budget has been spent. VII. Old Business 1. Districting Report: Christie spoke to the Cascade High School and grade school staffs this morning and was well received. She has also spoken to the County Commissioners who made two requests: 1) they want Cascade and r.. McCall City Councils to agree to reduce city tax bills by the current library amount so that residents won't be double taxed and 2) the new library district should include Rock Flats in Adams County. Christie will be giving us petition forms to collect signatures as a first step toward getting Districting on the November ballot. People who collect signatures will have to have their names notarized. She also gave us tax information sheets that help us explain the issue to voters. If the election is successful, the District Board will set the millage rate (max allowed by law r - - is .06% or .0006). Property tax money will come in beginning January 2007. The new district will be funded in the interim through an LSTA (Library Science and Technology Act - federal money) and Cascade and McCall continuation of current budget amount. After the District budget is set, the amount can go up a maximum of 3% per annum. Christie also gave us copies of the ballot wording and other support information, including information about a library size that could work for Donnelly. The Districting Committee will discuss a marketing strategy at their May 19 meeting. Ideas include: running ads using "Twenty Reasons Why Libraries Matter" material in the Star News and the Advocate beginning about mid- June. Other marketing plans include treat bags for school kids in October, bookmarks to hang on doors throughout the county, and staffing an information table at a variety of local events. 2. Cataloguing Report: According to.Anne's Department Report, 20,428 records now reside in Spectrum and 18,033 records are fully catalogued in the Patron Access Catalog. VIII. New Business 1. Strategic Plan Review: Because Ed and Diane are absent, we will table this item until the next meeting. 2. Sidewalk and Painting: The concrete sidewalk is done and looks good. The asphalt portion of the job will be completed at a later date. We have paid $3896 for the work and $253 to have the old concrete hauled to the landfill. A new railing will be added for $500. Fortunately, we still have money for our paint job. This will cost about $2500; we're just waiting for the weather to dry up. 3. New Projects: Dan Irwin oversees the committee that will determine how this money is to be spent. So far, not a single city request has been received, so Anne will put one in. Our requests will be for: 1. Making the smaller back room a children's room with a "hobbit door". The room will be used for crafts, story hours, and other children's activities. Ti 2. Changing the larger back room into Anne's office plus a storage area. 3. Ordering new collections such as audiotapes. Currently, our audio and video collection consists of donations only. In order for #1 and #2 to happen, Anne will request between $4000 and $5000 after one or more contractors can come in and project costs. In order for these projects to begin, the City must first meet their commitment to build conference rooms at the old fire station. In addition, Anne will request $2000 for the audio/video collection. Requests must be turned in by May 2nd. 4. Report for City Council: Anne reminded us that we are slated to present an annual report to the City Council during the month of October. 5. Miscellaneous: The Star News ad is nearly complete and will run once a month, the first edition of each month. Tom has arranged for sponsors. Susie will need to get updated information to Tom by May 2nd of next month and will suggest clip art/book background. Anne is looking into LSTA grant money to begin a series of presentations geared toward adult interests. Some ideas include flower arranging, Fish and Game information, health food, scrapbooking, and writer's workshops. IX. Adjournment: 5:52 pm Our next meeting is Thursday, May 19th at 4 pm in the library conference room. Signed 14 9; loos bate McCall Public Library Board of Trustees Meeting 17 March 2005 4:00pm Library Conference Room I. Call to Order: II. Attendance: III. Minutes: IV. Staff Report: Meg New books 2 books Collection in V. Friends Report: VI. Budget and Stats: VII. Old Business: Library Advertisement II City Council meetings Policy and procedures manual Districting Meetings - Agenda bill. Business plan Budget Web page VIII. New Business: IX. Adjournment: McCall Public Library Board of Trustees Meeting 17 March 2005 I. Call to Order: 4:10 pm. II. Attendance: Anne Kantola, Ed Hershberger, Diane DeChambeau, Robyn Armstrong, Susie Reddick III. Minutes: The February 17th minutes were read, changes were made, and they were approved as amended. IV. Staff Report: Meg reported to us about the Dia de los Ninos event to be held on April 29th. A parade of elementary school children will leave the school at about 3:15 pm and walk together to the library for a celebration of music, pinatas, and Spanish bilingual books. She can use our help with book distribution, crowd control, etc. We currently have about 100 new books awaiting labels ("New") for our front display. They will be moved to the shelves after a month or two, depending on popularity. Most patrons have been respectful of our new rule allowing only two books to be checked out at a time. Anne is working with a Cascade resident who preferred the old system. Anne is pleased to report that she made over 700 entries to our automation system last week - great progress! She also mentioned some upcoming building alterations, including furniture disposal, cleaning, and moving her office into the smaller back room. V. Friends Report: Diane let us know there will be no Memorial Day book sale this year. Also, it appears that the Festival of Trees will move to the golf course clubhouse next season. In addition, she let us know that endowments are performing well. VI. Budget and Stats: The budget report was passed to Ed. At this point, about 41% of the fiscal year has elapsed and 41% of the budget has been spent. Anne mentioned a transportation over- expenditure that the state will reimburse because the money was spent in the pursuit of districting research. VII. Old Business: Library Ad: A few changes to Susie's new ad were recommended. She will update along with Anne's graphic and email a copy to Robyn who will take it to Tom Grote to discuss possible sponsorships. We still plan to run the ad once a month, so we'll need twelve sponsors. City Council: Anne has made and posted a list of council meetings so that Board members can sign up to attend one at a time. In October, the library will present a "state of the library" discussion to the council. Manuals: The procedures manual is almost done; one section has been completed each week at staff meetings. The policy manual sits nearly complete; Susie will finish the job with Anne's help in June. Districting: City council meetings are coming up in Donnelly, McCall, and Cascade. McCall's meeting is slated for March 24th but it appears that this could be a contentious meeting for other reasons. We'll suggest that Christie move the McCall City Council presentation to another night. Anne is drafting a detailed plan for our potential district, including personnel and budget, all at optimum levels. Once a district board is installed and an actual budget defined, the levels from Anne's plan may come down. Web Page: Ours is essentially nonexistent at this point. We display some information on the City page such as phone number and hours. Christie has written a great plug for the library that we will submit to Dave. Anne has a digital camera that she'd like to use to send photos of children's programs, etc. to our site. Anne would love to have someone take over this project. Perhaps Sue Rost can work on it when she comes in for Meg this spring. VIII. New Business; No new business. Our assignment for next time is to review the Strategic Plan. IX. Adjournment: 5:20 pm Signed: � c Apr i_rt/t[.:ar,1z Date: - a I - O S McCall Public Library Board of Trustees Meeting 17 February, 2005 Agenda 4:00 PM, Library Conference Room I. Call to Order: II. Attendance: III. Minutes: CS() 96-° j W. Staff Report: et \Th I rl2 n,1c Pre V. Budget and Stats: n / VI. Old Business: Anne's evaluation G n Districting report 1J'Y',f�U Part-year cards Star IUD (4dC VII. New Business: �yQn Lc� J4.A F640YrvtQ44-tt_ ava, va. t�.� el- on City Council Meeting Report Residency lath sick, VIII. Adjournment: Next meeting will by March 17, 2005, Library Conference Room. McCall Public Library Board of Trustees Meeting 17 February 2005 Call to Order: 4:13 pm Attendance: Anne Kantola, Diane DeChambeau, Lynn Lewinski, Robyn Armstrong, Ed Hershberger, Susie Reddick Minutes: Read and approved. Staff Report: Everyone is doing well, although Meg's daughter has been ill. Our insurance company will stage confidentiality training for all city employees on Tuesday, March 16. Anne has asked all library staff to attend. Friends Report: Diane shared highlights from the last Friends of the McCall Public Library meeting. We discussed expanding a book recycling project that involves students from Heartland High School and agreed to share our Board minutes and long-range plans with the Friends. Diane's report is attached. • Budget and Stats: Stats were circulated among the group; budget information was given to Ed. At this time, 34% of the fiscal year has passed and Anne has spent about 33% of the budget. An accounting is kept of any Friends book purchases. Old Business: Anne's evaluation: No questions; Anne reports that all staff evaluations have been signed and forwarded to the City; everyone will receive a raise effective next paycheck. Districting report: Susan Buxton will provide legal services for our districting effort; she is currently under contract with the City. Anne voiced some concern about Emmett's recent districting election which failed but we need to remember that.2/3 of Valley County homes are second residences are second homes (according to Idaho Power) and our local polls have been positive. City taxes may change to a district tax that cannot exceed $60 per $100,000 valuation. Anne would like all of us to attend the next districting meeting about "Talking Points" at the fire station on February 22 at 6:30 pm. Christie Gorsline has also notified us of other upcoming meeting dates. Part-year cards: This is in reference to a suggestion the Board made a few months ago to consider issuing three- or six-month library cards. Our library staff predicts pandemonium will ensue, so we voted to abandon this idea. Star News ad: We will probably use the ad once a month in combination with articles on alternating weeks. Susie will continue to work on the ad design, including a space for sponsor recognition. Anne will forward her some logos and perhaps a watermark design. Susie will send the updated design to Robyn by next Friday. Robyn will then check with Tom Grote about details relating to sponsors. We've decided not to ask Chapala on Meg's recommendation but will add law firms, Rite Aid, McCall Real Estate, Amerititle, Chevron, Panda, Rudy's, and Crusty's Pizza. • New Business: City Council Meeting Report: Robyn attended the last meeting; the rest of us need to sign up to attend an upcoming meeting. The list is posted on Anne's door; she will find out how we are to make our presence known in case anyone wishes to ask us questions. Usually, meetings are held the second and fourth Thursdays at 6 pm. The next meeting is February 24th; Anne wants all of us to be there for the March 24th meeting which will include a districting report. Residency: Speaking with Anne, Heather referenced a lawsuit against a Utah library, which allowed cards to be issued to residents only (not just any property owners). However, we decided to keep to our status quo because we have broadened our definition of a resident, but we will not issue cards to business or lot owners if they live outside of town. Web site: Our page is looking a bit lackluster; Heather will be working on upgrades. We would like to add book club information, perhaps a copy of the policy manual, and mention that the Board meets once a month in an open- meeting forum. Adjournment: 5:55 pm. —✓� / Signed: / 1 lii,/Lf't/as . • Date: a ' 7— b McCall Public Library Board of Trustees Meeting 26 January, 2005 Agenda 4:00 PM, Library Conference Room 1. Call to Order 2. Executive Session: Pursuant to Idaho Code §67-2345(1b) to consider the evaluation, dismissal or disciplining of, or to hear complaints or charges brought against, a public officer, employee, staff member or individual agent. 3. Adjournment • McCall Public Library Board of Trustees Meeting 26 January, 2005 Minutes 4:00 PM, Library Conference Room 1. Call to Order: 4:00 2. Executive Session: Pursuant to Idaho Code §67-2345(lb) to consider the evaluation, dismissal or disciplining of, or to hear complaints or charges brought against, a public officer, employee, staff member or individual agent. Anne's evaluation. 3. Adjournment LleA - ay-o McCall Public Library Board of Trustees Meeting 20 January, 2005 Agenda 4:00 PM, Library Conference Room I. Call to Order: II. • Attendance: III. Minutes: W. Staff Report: V. Budget and Stats: VI. Old Business: Mountain House Framing Districting report VII. New Business: Anne's evaluation City Council Meeting Attendance VIII. Adjournment: This meeting was cancelled due to the lack of a quorum. Next meeting scheduled to be held on Jan. 20`h, 2005, at 4:00 in the library conference room. McCall Public Library Board of Trustees Meeting 20 January 2005 I. Call to Order: 4:12 pm II. Attendance: Robyn Armstrong, Ed Hershberger, Diane DeChambeau, Anne Kantola, Lynn Lewinski, Susie Reddick III. Minutes: Robyn briefly summed up our efforts over the last few years, especially the Strategic Plan, for the benefit of our new members, Diane and Lynn. We reviewed, approved, and signed the most recent minutes. IV. Staff Report: Everyone seems to be happy, even with the upcoming children's summer reading program, June 24th through July 29th. Heather is fitting in well; she is a good communicator. Sue Rost will substitute as children's librarian while Meg is on maternity leave, beginning in late April. Diane volunteered to help with the bilingual areas of the children's programs. Anne and Meg attended a state-sponsored workshop on planning summer programs and will attend another on February 11th regarding publicity activities. They will then invite Donnelly library people to our planning sessions to help them launch their own programs. V. Budget and Stats: Anne read our circulation numbers and handed the budget pages to Ed. She mentioned a $13.60 shortage in the till at the end of one day. Although we're still not sure where the money went, from now on, the cash register will be reconciled every night to prevent future problems. VI. Old Business: 1. Mountain House Framing: Dan Irwin, our new City Clerk, has helped create a contract that was presented by Carolyn Jacobsen and Anne to the City Council on January 13th. Dan will sign the contract in the next few days; Seth Jacobsen will be responsible for bookkeeping and getting us our 10% cut. • 2. Districting Report: Anne Abrams of the State Library asked the districting group to help word an advocacy grant to publicize the districting movement in Valley County. The main message from Anne Abrams is that 85% of Idaho votes for districting have passed and that library board member support, knowledge, and involvement are essential to a passing vote. If our districting vote passes, funding will proceed on the following schedule: from election day, 2005 to March, 2006 - City from March, 2006 to December, 2006 - State LSTA grant from January, 2007 forward - local/new district 3. Automation Report: Anne tells us that fiction is essentially finished and nonfiction is almost done. The bad news is that certain missing cards/information has slowed down other categories, especially children's nonfiction. The first issue is to figure out which sections need to be worked out. This problem is slowing Anne down significantly. VII. New Business: 1. Anne's Evaluation: The evaluation is due by the end of January; the board will meet January 26th at 4 pm to take care of this. 2. City Council Meetings: Anne is encouraging board members to attend City Council meetings. They are held every other Thursday of each month at 6 pm. We decided to take turns attending one meeting a month at which we will introduce ourselves and offer to take questions. Anne will bring a calendar of council dates next time and we'll sign up. 3. Meg's Policy Manual (for determining who gets a library card): Lynn suggested a sheet or handout with a list of proofs of residency. Meg like the idea and also wants to post the instructions near the front desk. We need to include a statement about residency (which qualifies for a card) versus business or property ownership (which does not qualify for a card). Anne will have the final say in unusual situations. 4. Friends of the Library: We once again have a member of the Friends of the McCall Public Library on our board and we have asked Diane to make monthly reports to us regarding Friends' activities. 5. Local Option Tax Committee: Anne mentioned a committee that is meeting to help decide where local option tax money will go. They are looking for four of the seven members to be current members of other city groups. 6. Star News: Anne raised the question about a "library news corner" in the Star News. Tom Grote has suggested that we run it as an advertisement with local businesses as sponsors. Robyn will contact potential sponsors such as May Hardware, Krahn's, Lumberman's, Chapala, Pat's Glass, Long Valley Canvas, Paul's, and Ridley's. Susie will investigate ways to design the "corner", changing the text every week. VIII. Adjournment: 5:55 pm Next meeting: Thursday, February 17th, at 4 pm in the library conference room. r,,, ;.�rr,� a - 10 - 05 Robyn/ rmstrong, Chairml bate