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HomeMy Public PortalAbout2002AGENDA McCall Public Library Board Meeting November21, 2002 4.00p.m. I. Call to order: II. Attendance: III. Minutes: IV. Staff Report: 1. BDPA Status V. Budget and Stats: VI. Old Business: 1. Reinstatement of Susie 2. Visibility of board suggestions VII. New Business: 1. Policy review - Censorship 2. Vice chair of VMLC 3.. Newsletter VIII. Adjournment: Next Meeting: Dec. 19, 2002 ? Library Board Meeting 21 November 2002 I. Call to Order: 4:08 II. Attendance: Anne Kantola, Connie Johnson, Robyn Armstrong (secretary), Ed Hershberger (facilitator), and Ed Hershgold. Susie Reddick absent. New handsome suggestion box was displayed for board. Needs label and lock. Susie's nomination for board membership needs to go before City Council in December. Anne will recommend the decision and Mayor needs to approve it. Anne announced a gift of the book "Reasons to Remember, A Tribute to Unsung Heroes in Vietnam War from the CHC Foundation in south Idaho. The Star News did a story and photo on the book for the library in this week's paper (11/21/02). III. Minutes: Silently read and approved by all. IV. Staff Report: Board reviewed the Monthly Department Report and Circulation Statistics. Up to 2,400 records automated, with approximately 36-40,000 records in total inventory. Between 1,500-2,000 need to be weeded. Anne estimated that it would take 2 years to complete the entire inventory (weeding and automation) from when she started to complete the automation task, which is August 2004. Board talked about other options such as a grant or money from city to help complete this faster. Asked Anne to graph books by month for completion of automation. 1. BDPA status: Council has considered and tentatively approved it. V. Budget and Stats: Starting a new fiscal year VI. Old Business: 1. Reinstatement of Susie. Ed Hershgold motioned to recommend Susie to Library Board. Robyn Armstrong seconded it. All approved December City Council will approve her 5- year term. 2. Visibility of board suggestions: Try for article in Star News every week. Perhaps list of new book 4 times/year and McCall Top Ten 2-3 times/year. Ed Hershgold brought up literacy classes. VII. New Business 1. Policy development — censorship a. Anne's version/ Draft 1 b. Sample Library Policies for the Small Public Library c. State's Policy d. Collection development policy and McCall's existing e. Materials Selection — Salem Public Library example f. Internet Policy g. Homework for board: Review all policy examples and try to pick the best one for McCall. 2. Vice chair of VMLC is Anne Kantola from McCall. Alice Kelly from Cascade is the Chairman. The secretary is from Payette and Treasurer is from Homedale. 3. Newsletter. Susie is creating a quarterly newsletter. We should have "Message from the Board" section identifying ourselves and our availability (phone and emails?). Look into Friends' bulk mailing permit. Possibility to distribute future surveys through newsletter. (Introduce suggestion box to public?) RA added later. 4. Tree dedicated to Gloria died. Asked Anne to look into who donated it and consider getting another tree to plant in the spring. 5. Tom Grote offered to take the shelf list to the basement of the Star News for safekeeping. VIII Adjournment Decision not to have a December board meeting due to the 2 Strategic Planning meetings in December. Next Meeting will be on January 16,2003. AGENDA McCall Public Library Board Meeting October 17, 2002 4.00p.m. Call to order: II. Attendance: III. Minutes: IV. Staff Report: 1. Work status 2. Employee placement V. Budget and Stats: VI. Old Business: 1. Election of officers 2. Visibility of board suggestions 3. Libri grant report 4. Hewlett-Packard Grant report VII. New Business: 1. Policy review 2. Internet usage 3. Talk on Hells Canyon 4. ALA article 5. Council report 6. WICAP waiver 7. Newsletter ' VIII. Adjournment: Next Meeting: Nov. 21, 2002 Library Board Meeting 17 October 2002 I. Call to Order: 4:10 pm. II. Attendance: Anne Kantola, Robin Armstrong, Connie Johnson, Ed Hershgold, Ed Hershberger, and Susie Reddick. III. Minutes: Read and approved. IV. Staff Report: Work status — We finally have a full slate of employees although there have been a few problems working out Pats and Sue's job -sharing situation in terms of benefits. Anne seems to have worked it out. Employee placement — A salary audit shows that most of the library staff is underpaid. We're not sure how the City will handle this as it directly impacts our budget. V. Budget and Stats: Everything looks good. Robin says that Becky has concerns about glitches with the new library cards; Anne will speak with her. LiLI need to be promoted! Anne gave us all brochures. VI. Old Business: Elections — After some discussion, Susie was proposed as new chairman, Ed Hershberger wi11•be vice-chairman, and Robin will be our new secretary. The motion was approved. Board visibility suggestions were tabled in the interest of time. Libri grant report — Because the Friends were willing to donate $350, we will now receive a total of $1050 worth of children's books. Anne will let us help pick them out! Hewlett-Packard grant — Our survey results (see attached report) have been sent in; Mary Boone has been taking care of this report. VII. New Business: Policy Review — Anne brought back materials from her conference/workshop in Boise. Susie will read them first then return to Anne for further circulation among Board members. Internet Usage — There have been some issues with pornography; Anne has generated a sheet to post which states that this is an inappropriateuse of library materials, but we're not sure that it is legal for us to tell people they can't look at and/or download pornographic websites in the library. Hells Canyon Presentation — A woman would like to use the library for a slide show/presentation. Anne will offer Tuesday, October 29th as a possibility and hope there's no underlying hidden agenda. 0 ALA Article - Anne passed out copies as well as copies of the press release (to be edited). Council Report — Oops — Robert wanted us to present on October 10`s, but Anne convinced him that we need more time, so we will give him a date (February? Sometime after we complete Strategic Planning...) WICAP Waiver — It looks like WICAP is willing to pay for kids' library cards for some children who live outside the city limits. We may need to approve a policy for this; Anne will let us know. Newsletter — Anne passed them out and has agreed to buy a copy of the Friends of the Library Sourcebook on page 3 as a gift for our Friends. VIII. Adjournment: 5:38 pm. Next meeting: November 21, 2002. AGENDA McCall Public Library Board Meeting Sept. 19, 2002 4.00p.m. Call To Order: II. Attendance: III. Minutes: IV. Staff Report: 1. New staff 2. Report from SWIRLS V. Budget and Stats VI. Old Business: 1. Automation report. VII. New Business: 1. Anne's travels. 2. Consortium. VIII. Adjournment: Next Meeting: Oct. 17, 2002 McCall Library Board Meeting 19 September 2002 I. Call to Order: 4:15 pm H. Attendance: Anne Kantola, Robin Armstrong, Ed. Hershberger, Connie Johnson, Susie Reddick III. Minutes: August minutes read and approved; July minutes postponed again in the interest of time. IV. Staff Report: Arlis Kelly has been hired as a new employee, but Anne can't speak to her until the City processes her drug testing results and she goes through her orientation. Anne's SWIRLS report will be given at the end of the meeting. V. Budget: Anne's report is done. Spending is over as of last Friday and will resume on October 1, 2002. VI. Old Business: Dave came over to hook up Spectrum; now people with cards can check out bar-coded books. VII. New Business: Anne will be gone for the next two weeks. With so many people out, Anne will tell those employees still here to call one of us in a crisis. It seems we have no city ordinance concerning replacement of lost materials. Anne will check with the City attorney to see if we should reinstate our 1983 ordinance. SWIRLS Report: Relative to the Patron Privacy Act vs. the Patriotic Act (which allows the FBI and local police to check our records), the consortium has agreed to the following: No information or materials will be provided. If they are requested, the employee is not to say anything; rather, he or she should first call the City attorney for advice and, if unable to reach the attorney, try the City Manager. Relative to grievances, we need a grievance procedure in our policy manual for employees and for materials. It turns out that Anne should not be involved in procuring new Board members; the mayor should head up the search. . On next month's agenda, we must include election of officers which must be finalized at that meeting, even if we don't have full attendance. Anne gave us a VMLC membership request and reviewed it with us. We all approved and signed one copy for her. VIII Adjournment: 5:10 pm AGENDA McCall Public Library Board Meeting Aug. 15, 2002 4.00 p.m. Call To Order: II. Attendance: III. Minutes: IV. Staff Report: V. Old Business: 1. Strategic planning timeline VI. New Business: 1. Evaluation of Library Director VII. Adjournment: Next Meeting: Sept 19, 2002 McCall Public Library Board Meeting 15 August 2002 I. Call to Order: 4:15 pm. II. Attendance: Cutler Umbach, Anne Kantola, Susie Reddick, Robin Armstrong, Ed Hershgold. III. Minutes: To be read next time; not typed yet! IV. Staff Report: Our new employee must leave for Califomia. Anne will probably look, - through the applications that arrived when the job was last advertised rather than re -advertising the position, one reason being that she's about out of funds and this would save money. V. Timeline: The next Strategic Planning meetings will be 9/5, 9/12, and 10/3 from 4:00 to 6:00 pm in the Boulder Room at the hospital. VI. Robin, Ed, and Susie spent the remaining time working on Anne's evaluation. VII. Adjournment: 5:50 pm. g AGENDA McCall Public Library Board Meeting July 17, 2002 4.00 p.m. Call To Order: II. Attendance: III. Minutes: IV. Expansion Committee Report IV. Staff Report: 1. New employees V. Budget. V. Old Business: 1. Report on automation 2. Expansion committee report findings 3. Strategic planning timeline VI. New Business: 1. AFGO VII. Adjournment: Next Meeting: Sept 19, 2002 McCall Public Library Board Meeting 17 July 2002 I. Call to Order: 4:10 pm. II. Attendance: Anne Kantola, Robin Armstrong, Roberta Pershing, Connie Johnson,,Edz?'> Hershgold, Ed Hershberger, Susie Reddick III. Minutes: Read and approved (from June 6'h). IV. Expansion Committee Report: Roberta and Anne provided a slide presentation and Roberta passed out a hard copy of the presentation to Board members. Ed Hershgold extended his thanks and appreciation to all members of the Expansion Committee for the work that's been done. Under the heading, "What's next?", Ed feels that many questions should now be addressed by the Library Board. Who will make decisions based on the information provided? When? How can we fund such a project? Roberta also showed us Dick Mott's latest blueprint. She and. Anne would like to know 1) if we agree with the mission/vision statement and 2) what we want them to do next. If we're ready to present a plan to the City, they'll do it. IV. Staff Report: Brandy has been replaced by Kay Morin, and she's working out great for 19 hours per week. Anne is pleased to have her. V. Budget: Anne has put together our budget, but she must present it to the City Council. Basically, were looking at $216,000 for 2002-2003, an increase of only $1000 over this year. Factoring in salary/benefit increases plus book increases, this is tough. Anne doesn't feel this is unfair, but is concerned that the amount may be cut before it's finalized. Anne invited us to attend a city budget meeting, but she is comfortable presenting on her own. If problems arise, the Board and community will get involved. V. Old Business: Automation is going well. Books are being processed and patron cards' are being prepared. It will be close to two years before the entire library is converted. The Expansion Committee Report will be address at our September 19th meeting. We would like to allow them to disband. A thank you note will be sent from the Board. Regarding our strategic planning timeline, Cutler cancelled the last meeting due to lack of' attendance. Anne believes this process to be extremely important. Our next meeting will be July 25`h at 9:00 am in the Boulder Room in the hospital. Read the assigned pages! VI. New Business: According to Dave Simmonds, our City tech guy, it's OK for patrons to bring in 3 1/2" floppy disks to use on our computers. He would, however, like us to fonnulate,a. computer use policy soon. Ed Hershberger suggested he write one for us to review and amend. VII. Adjournment: 5:55 pm. AGENDA McCall Public Library Board Meeting June 6, 2002 4.00 p.m. I: Call To Order: II. Attendance: III. Minutes: IV. Staff Report: 1. New employees V. Budget. V. Old Business: 1. Report on automation 2. Expansion committee report 3. Strategic planning timeline VI. New Business: 1. AFGO VII. Adjournment: Next Meeting: July 18, 2002 McCall Library Board Meeting 6 June 2002 I. Call to Order: 4:07 pm. II. Attendance: Anne Kantola, Ed Hershgold, Ed Hershberger, Cutler Limbach, Connie Johnson, Susie Reddick III. Minutes: Minutes were read; one correction was noted. Financial support for the children's library programs has been requested of the Friends but has not yet been approved. Other minutes were approved. IV. Staff Report: Brandy will be gone soon; she will be working full time for City Hall. This is good news for her and bad news for us! Adam is still working well and getting better all the time. Anne will pursue Brandy's replacement. V. Budget: See Anne's report dated June 5, 2002. The City is assembling the next fiscal year's budget. Ed Hershberger suggested that Anne work out a preliminary budget without our assistance and then take an hour or so to go over it at our July 17`h meeting. Ed Hershgold also asked Anne if she could prepare a graph of changes over time (spending, patron visits, etc.). VI. Old Business: 1. Report on automation: Anne has entered approximately 750 books. We have new library cards and can create bar codes for them. It's going very well so far; she'll start using the system whenever it works, meaning when a bonafide cardholder wants to check out a coded book. 2. Expansion committee: Ed Hershgold (our new representative) went to last Tuesday's meeting. The group plans to report to us in late July. Alex Hamilton has been working on population projections. The current plan involves keeping our books in the existing library building and housing supplemental services in a two-story remodel of the fire station. Ed is concerned about the value of the existing building. See Anne for a copy of the history of our library buildings. 3. Strategic planning timeline: Who's on the committee? When should we meet? How should we determine the degree of public involvement? These are the questions that Cutler wants us to answer today. i. Regarding who's on the committee, we'll ask Robin Armstrong, Sue Rost, Ed Hershberger, Ed Hershgold, Connie Johnson, Susie Reddick, Anne Kantola, Cutler Umbach (as facilitator), and Marilyn Summers (Susie will contact her). Cutler suggested that we cut off the committee at seven (or eight is Marilyn wishes to join us) and commit to doing a super job on public outreach. ii. Our first meeting will be at the library on Tuesday, June 18`h at 10:00 am. iii. Regarding public involvement, Susie thinks that public input is mandatory since we're trying to provide services to our citizens and we need to know what they want. Ed Hershgold would also like to see public involvement, perhaps in the form of a questionnaire on the front counter, and/or a letter to the editor regarding what the Board hopes to hear from the public. Ed Hershberger is not yet clear on our goals, but thinks public involvement is needed. Connie would like as many parts of our community involved as possible so that people will feel ownership in our ventures. Anne expressed a concern for people outside the city limits who frequent the library as well. VII. AFGO: On June 13`11, Hewlett Packard will be donating/kicking off our new tech center. We'll have many more Internet access hours with quicker connections and be able to use a $5000 server given to us by HP. Cutler would like to know how we'll express our appreciation to HP; Anne described plaques and news coverage. Cutler also mentioned a fear of people instigating a virus into our systems; Anne will ask the City tech employee to evaluate the situation and work on this. Ed Hershgold would like to consider in the future how we can better publicize the library with the patrons. We'd like to address this by fall if not sooner. VIII. Adjournment: 5:35 pm. AGENDA McCall Public Library Board Meeting May 23, 2002 4.00 p.m. I: Call To Order: II. Attendance: III. Minutes: IV. Staff Report: 1. New employees V. Budget. V. Old Business: 1. Report on automation 2. Expansion committee report 3. Report on current projects a. Computers c. Circulation system 3. Mountain Valley Concortium 4. Trustees Manual (2 Chapters) VI. New Business: 1. Open Access Policy 2. Strategic Planning (Cutler Umbach) VII. Adjournment: Next Meeting: June 20, 2002 McCall Public Library Board Meeting Minutes 23 May 2002 1. Call to Order: 4:10 pm. II. Attendance: Anne Kantola, Connie Johnson, Ed Hershgold, Susie Reddick, Cutler Umbach III. Minutes: Anne read aloud the May 2nd minutes. One mistake was noted: not bar codes but bar code readers have been purchased. Also, Cutler's plan is just for the Board, to be presented IQthe City. IV. Staff Report: We have a new employee, Brandy Condit, who works from 3 pm to 6 pm on Monday through Fridayplus four hours solo on Saturdays. She's great with computers and everyone likes her. The children's library position is a combination of Pat Zenzic (18 hours/week) and Sue Rost (10 hours/week). They've boosted story hour attendance from 3-4 kids each week to about 20-25 each week. Financial support for materials has been supplied by the Friends. Adam Collins is another new employee who shelves books for us from 4 pm to 6 pm on weekdays. He's a good worker and a pleasant young man. V. Budget: Some more money from the Expansion Committee Fund is being spent on bar codes (this money is technically from our Fund Balance Account and need not be reimbursed from anywhere else. V. Old Business: Anne will try to give us a demonstration of our new automation system today. The Expansion Committee will report to the City on June 16th about plans and ask the City to set up an account to hold money. Regarding the consortium, ten rural libraries from Homedale north (including McCall) are combining forces with the main objective being to share resources, particularly with respect to large projects such as automation. We've lost our focus on the State Manuals Must regroup! Regarding our new Board member, Terry Avitable has offered to fill in the remainder (18 months) of Marilyn Summer's term. Robin Armstrong and Consuela 7 (former City Hall employee) have also come in to express an interest in the position. Based on Anne's recommendation, we're leaning toward Robin; Anne will coordinate a lunch so that we can meet her. VI. New Business: Open Access Meeting. This will be an opportunity to share resources with Cascade. Ed attended the meeting which included Marge Hooper, Cascade and McCall Public librarians and other Board members. This plan basically offers both libraries to residents of either city. Ed doubts much use would be made of this opportunity but it seems a nice gesture. He also learned about a new courier service to save money on inter -library loan services. With planning, we might be able to make this work. We might also try McCall Delivery or Anne's neighbor. Anne has our positive vote to pursue Open Access. Ed pointed out that the Board has the authority to waive library fees (talk to Marge Hooper). Anne will talk to the librarian in Cascade about how to set up a fee waiver program. Cutler spoke to us about his offer to guide us through Applied Strategic Planning, a process by which to develop procedures and operations to secure our future vision. We need to get a committee organized — this should include the librarian, Board members, patron (s7), Friend, employee, who else? Our next meeting will be June 6m at 4 pm at which time we'll decide when to hold our initial strategic planning meetings. VII. Adjournment: 6:10 pm. Special Joint Board Meeting Cascade Public Library & McCall Public Library Board of Trustees Tuesday, May 7`h, 2002 at 7:OOPM Donnelly Community Center (Behind Post Office on Haferty) Agenda: Open Access Agreement Meeting Purpose: Informational meeting about an "Open Access Agreement' between Cascade Public Library and McCall Public Library. Desired Outcomes: 1. Attendees are better informed about the process involved in and the implications of an "Open Access Agreement' between the two libraries. 2. Decision(s) on the next steps Meeting Outline: Introductions Brief review of why we are here today. Cascade Public Library McCall Public Library State Libraries Interest "Open Access Agreement" examples Discussion on topic (Needs) Possible Working Agreement Next Steps This is an informal meeting about improving library services to Valley County. It will be held at the Donnelly Community Center, 7:00 PM, May 7t, 2002. Representatives from the Cascade and McCall Public Library board of trustees will meet to discuss an "Open Access Agreement' between the two libraries. This meeting is open to the public although public comments will not be taken at this time. AGENDA McCall Public Library Special Board Meeting May 2, 2002 5:15 p.m. I: Call To Order: II. Attendance: III. Minutes: Some possible amendments IV. Staff Report: V. Old Business. Districting meeting Posting for new member Bill for grant Report to council Fund appropriation VI. New Business: VII. Adjournment: Next Meeting: Library Board Meeting 2May 2002 The meeting was called to order at 5:20. Attending the meeting were: Ed Hershgold, Anne Kantola, Connie Johnson, and Susie Reddick. Anne mentioned that at our next regular meeting, we will need to consider officer positions for the Board and that anew member must be found to replace Marilyn Summers. Because there was some confusion over the minutes from the last Board meeting, Annewished to cover the information with us again so that we understand the appropriation of certain funds. Regarding our budget Our fund balance account was used to set up two other funds: the Expansion Committee Fund and a Building and Grounds Fund. The total amount shifted from the fund balance was approximately $20,000, with about $10,000 going to each of the two new accounts. When Anne rrali7rd that our roof would not need to be repaired, she transferred $7,000 out of the Buildings and Grounds Fund, $3000 to salaries and $4000 to book purchases. The amount remaining in the Building and Grounds Fund is approximately $3000.The fund balance account will be reimbursed for the $7000; $3000 will come from Anne's library account and $4000 will come I liely's donation. From the Expansion Committee Fund, $3000 has been used to purchase bar code& or our upcoming automated catalogue system; this amount will be reimbursed by a Whittenburger Grantwhen the City receives those funds. In addition, $3500 from the Expansion Committee Fund has been applied toward our new computer server; this amount will be paid for out of the fund balance account (See diagram.) Additional information.... The bill for the HP grant has been received; our portion is $500. Anne paid this bill with Robert's approval. Carol Coyle has successfully acquired three grants for us so far. The Whittenburger Grant was approved and two others will be resubmitted. She has also applied for a $5000 grant to help with planning our rural library consortium. We'll need to address our five-year plan so thatAnne can at least begin to work on next year's budget There will be an Open Access Agreement Meetingnext Tuesday at 7 pm in Donnelly. Ed can tentatively go. Our next official reportto the City Council will be in February of 2003. Cutler Umbach will be at our next meeting on May 23rd. He has volunteered to do a systems analysis/strategic plan for the City. The meeting adjourned at 6:15 pm. AGENDA McCall Public Library Board Meeting April 18, 2002 4.00 p.m. I: Call To Order: II. Attendance: III. Minutes: IV. Staff Report: 1. Extra hours for training. 2. Progressive club. 3. New employees. V. Budget. V. Old Business: Robert has a report on our options for changing the amount of money we are budgeted. He would like to come in at the beginning of the meeting and make this short report. 1. Report on automation 2. Expansion committee report 3. Report on current projects a. Idaho Room b. Computers c. Circulation system 3. Long Pin 4. Trustees Manual (2 Chapters) 5. Policy Manual — Prioritize VI. New Business: 1. Mail 2. Clinics and conferences 3. 5 year plans (1 year plans) 4. More changes in library floor plans 5. Presentation to City Council 6. Packets 7. Meeting in Donnelly on May 7th at 7 PM VII. Adjournment: Next Meeting: June 20, 2002 MINUTES McCall Public Library Board Meeting April 18, 2002 4.00p.m. I: Call To Order: 4:00 II. Attendance: Marilyn Summers, Ed Hershberger, Ed Hershgold, Carol Johnson, Anne Kantola. Regrets: Susie Reddick. Guest: Robert Strope III. Minutes: Not available Robert Strope, City Manager, asked to be at the beginning of the meeting, as he had a report for us. The report is as follows: There are two ways we can get more money for the library. I. Float a bond, as the Fire District is doing, for a building. II. Over -ride levy — With voter approval, the State Code provides the assignment of the maximum mil levy for two years. This would allow us to add 300,000 per year, or a total of 600,000, to be put into savings for a building fund. III. There is a possibility for us to be included in the Local Option Tax when it is floated next time, in November. The Library Board would need to go to committee and ask to be included. IV. Staff Report: 1. Marilyn Summers resigned after discovering that the impact area is not in the city limits. Board members must live in the city limits. 2. Have begun the weekly training and procedures meetings. Going well. Added 1.5 hours for two staff members to do this. Funding came from 25-57-570 (Repairs — Building and Grounds), as the money was not needed for a new roof. 3. Sue Ann and Marge both resigned for,personal reasons. 4. Interviewed for a new Children's Librarian position, have awarded it on a "job share", to Pat Zenzic and Sue Rost. Pat will do 18 hours, Sue will do 10, and they will "team teach" the story hour. 5. Instigated a change in hierarchy and job titles: Library Director Children's Librarian Clerk II — Becky (32 hours) and Mary Jane (22 hours), Clerk I Page 6. Will fill the Clerk I — 18 hour position next week. 7. Anne gave a presentation to the Progressive Club. It went well, and resulted in some hightened awareness of the library programs. V. Old Business: 1. Report on Automation — A. Have been donated 10,000 worth of equipment from a Hewlett- Packard Grant, and we now have enough equipment to finish an automation project. B. Have been donated enough money to purchase the Spectrum automation system. C. Will need an additional $3,300 to finish the server, and the $3,000 from the Whittenberger Grant, and will transfer these funds from the "Fire House" fund, 25-57-700 (Library Expansion). The $3,000 Whittenberger money will be replaced when the allocated moneys are available. D. Library system will be set up and running as quickly as possible. On a limited basis in a few months, and fully within a year. 2. Library Expansion Committee A. Ed Hershgold will take Expansion Committee position representing the Library Board. B. Roberta Pershing is the Chair, Dick Mott is volunteering the work on a feasibility study. 3. Current Projects A. Idaho Room — Finished and looks good. Check it out. B. Long Pin — Still having meetings. 1. Resource Sharing in the main focus. 2. Meeting May 7 to discuss districting. McCall / Cascade Boards to get together with a representative from the State Library. VI. New Business: 1. Mail — SW Regional Conference invitation for board members and librarians. For consideration. 2. 5 year plans — Need to be updated and reconsidered. 3. Library floor plans - We are moving more stuff around, getting ready to put in the new computer kiosk. 4. Presentation to City Council — Each department is doing one, Robert has us down for May e. Since Marilyn can't do this, we need to have it rescheduled until we have a new board member and have time to do the report. 5. Budget calendar presented. 6. Front yard repair. A bill of $725 has been presented by the engineering company. Paid from roofing money. 7. New board member — Anne will post opening. VII. Adjournment: 5:36 P. M. Next Meeting: May 16`h, 2002 AGENDA McCall Public Library Board Meeting March 19, 2002 4.00 p.m. I: ' Call To Order: II. Attendance: III. Minutes: IV.. Staff Report: 1. Extra hours for training. 2. Progressive club. Old Business: 1. Report on automation 2. Expansion committee report 3. Report on current projects a. Idaho Room 3. Long Pin 4. Trustees Manual (2 Chapters) 5. Policy Manual - Prioritize VI. New Business: VII. Adjournment: Next Meeting: MRR-30-1900 02:26 P.01 Library Board Meeting 19 March 2002 I. Meeting called to order at 4:o8 pm. I I..tAttendingwere: Robert Strope, Kathleen Koch, Ed Hershgold, Ed Hershberger, Connie Johnson, Marilyn Summers, _Anne Kantola, and Susie Reddick. III. Minutes from the last meeting were read. Robert requested that the word "exclusive" be stricken from the phrase "the Board has exclusive control of expenditures" on page two. At this point, the meeting agenda deviated from the original plan so that the Board could learn from Robert and Kathleen about howwe can work together to manage the library's budget. Robert cited Idaho Code 33-26o7(6) to point out an apparent conflict amongst laws and that we really need to be more in alignment with city procedures as opposed to making "exclusive" decisions. By definition, we are a special revenue fund; Roben and Kathleen brought a February 28, 2002 Balance Sheet to explain our status and to try to answer the question: How can we work out joint control over library finances? Robert suggested that we try to do the following: r_ educate the City Council and staff as to the importance of the library 2. Board members and Friends of the Library members should attend budget planning sessions 3. promote library expansion; consider local option taxes He sees a few problems with the existing situation: I. lack of participation of Board members in the library budget formulation 2. lack of monthly expenditures review between Board and librarian Most likely, we will not need to change much of the. existing process , but rather, will "manage by exception" — ask questions when something out of the ordinary occurs. If we have fiscal questions, the appropriate channel to the City is through Anne since she meets on a. regular basis with Robert. In addition, Kathleen suggested that we give her a call as needed. Much of the Board's concern ties to our carryover fund budget, of which so% of the average operating budget must remain in the account at the end of each fiscal year. We would like to be able to target certain monies (donations, for example) as specific line items to keep the money from being appropriated to cover general expenditures. We should be able to do this; Kathleen could even set up investment accounts for such funds so that the donations accrue interest until they are used. After Robert and Kathleen left, Sigrid Boie spoke to us on behalf of the Friends of the. Library. Some Friends are interested in establishing a Library Foundation to accommodate large donations. This would he run by an orgaization independent of the Board, the Friends, and the City. MAR-30-1900 02:26 P.02 Ed Hershgold wondered how it's determined that such money is spent. Sigrid explained that this would be decided by the duce -member committee mmningthe Ibundarion. Dr. Ed moved that we support this proposal. Connie seconded the motion which was approval by all. Ed Hershgold will act as a Board liaison as needed. Anne menrioned that we're already getting much of the statistical in formation she's supposed to be giving us according to the manual. She offered Lo provide us with even more information, but we agreed that it's more work for Anne than it's worth to us. Sue Ann has been ill; she may end up going back to Oregon with her children. Anne may have to advertise for a 19 1/2 hour per week position. TV. The meeting adjourned at 5:40 pm. Our next meeting will be April r8th at 4:0o pm. TOTRL P.02 AGENDA McCall Public Library Board Meeting Feb. 21, 2002 4.00p.m. I: Call To Order: II. Attendance: III. Minutes: IV. Staff Report: 1. Extra hours for training. V. Old Business: 1. Report on automation 2. Expansion committee report 3. Report on current projects a. Idaho Room 3. Long Pin 4. Trustees Manual (2 Chapters) 5. Policy Manual - Outline 6. Evaluation VI. New Business: 1. Parking space 2. Senior citizen discount VII. Adjournment: Next Meeting: Subject: Minutes of 2/21 Board Meeting Start Date: Tuesday, February 26, 2002 Hi, Anne! Hope these minutes look OK. Let me know if you have any questions! Susie Library Board Meeting 21 February 2002 I. Meeting was called to order at 4:05 pm. II. Attending were: Marilyn Summers, Ed Hershberger, Connie Johnson, Anne Kantola, and Susie Reddick. III. The minutes from January wth were read aloud by Anne; minutes were approved. The Board voted to cancel the subscription to a trustee's journal. IV. Staff Report: Sue Ann is generally OK and still happy to be at work. We'd like to somehow give her more hours. Anne is still hoping to increase staff hours for the purpose of am staff meetings. Marilyn moved to grant Anne the ability to extend marge and SueAnn's hours by 1 1/2 hours per week for training purposes. V. Automation: Anne has spoken to Valnet -- negotiations are in progress. Looks like automation will begin next April with one company or the other (Links). anne hopes to use some state grants to pay for automation. she will make visits to see the Links system herself. It might make sense for us to connect with the library system south of McCall because so many visiting people from Boise would be able to use valid library cards (as opposed to hooking up with northern Idaho libraries). Expansion Committee Report: The committee may have lost a couple of members, so progress has temporarily slowed. Idaho Room: a local upholsterer will cover the chair cushions; shelving is underway! anne will ask the MDHS Honor Society to move some shelves for better access to the Idaho Room. Long Pin: Slow progress being made. Marge Hooper is getting it organized -- she's trying to explain options to potential members of this consortium. At tomorrow's meeting, they will decide whether to become a consortium and who will lead it. Payette, Cascade, McCall, Midvale, Idaho City, and possibly Emmett are all involved at this point. The benefits would be lower fees for automation, more "power" for rural libraries (purchasing, state communication and support). Risks might include needing a lawyer to handle paperwork issues. Page 1 Evaluation: Completed with Robert Strope. VI. Parking Space: How about a "quick space" -- to or 15 minutes max for dropping off books or other quick errands at the library? Also, we should have the lines repainted next summer and try to cram in another parking space out front. Discount: Should we give an additional discount to seniors? The consensus is that it's probably not necessary, so we won't do it. MANUAL REVIEW 1. Noting the the Board has exclusive control of expenditures, we need copies of our budget and more input into it. We should see copies of a monthly expenditures report. We need to have Kathleen or Robert come over to explain the city's budgetary system Anne will see if they can come on March 19th. 2. Anne will give us copies of past minutes, budget, and the city ordinance for our manuals -- well work on by-laws and the long-range plan together. Anne has world hard on circulation privacy; ADA is OK but we need more signs (bathroom, parking space); our agendas go out to six locations (radio, newspapers, city, etc.). For next time, we need to go through the checklist beginning on page I-8 and be prepared to cover meetings, finances, and policy making. Page 2 AGENDA McCall Public Library Board Meeting Jan. 17, 2002 4.00p.m. Postponed due to illness. I: Call To Order: II. Attendance: III. Minutes: IV. Staff Report: 1. Training 2. Rearranging Idaho Room 3. Repair to building V.. Old Business: 1. Report on automation 2. Expansion committee report 3. Report on current projects 3. National Library Week 4. LiLI 5. E-mail 6. Festival of Trees report VI. New Business: 1. Elect new Chairperson 2. Trustee manual (Please bring your manual if you have one) 3. Policy and procedures 4. Evaluation 5. Donations VII. Adjournment: Next Meeting: Library Board Meeting Minutes 17 January 2002 I. The meeting convened at 4:07 pm. II. Ed Hershberger Marilyn Summers Connie Johnson Ed Herschgold Anne Kantola Susie Reddick III. Minutes accepted with a change from "forum" to "quorum"! Anne will order Connie a state manual for Board of Trustee members and pointed out that it's time for us to review the manual. Marilyn was nominated and approved as our chairperson for the next year. Anne would like to add a two-hour block before the library opens for training staff (one day a week). The purpose is to have all employees together for the purpose of consistent training on various procedures around the library. 2. For the Idaho Room, the Friends will pay the fee for a man to put in three walls of floor to ceiling bookshelves at a cost of approximately $2000. We still need cushions for the chairs. 3. The roof leaks: we may need to have it fixed before summer when the whole roof will need work. Anne is working on some lighting and front door problems as well. There has been a large donation made to the library which must be deposited through the City. Some concern was expressed by several Board members that we might get it back in the form of a reduced budget. We will pursue this. Anne provided us with copies of a newsletter call Nonprofit Board Report and asked us to read this sample. An annual subscription costs $25o per year; she would like us to let her know next time whether or not to subscribe. V. 1. Automation. Va1Net can't help us for two years, which seems like an unnecessarily long time. To start now without their help, Anne would have to pay out about $8000 while looking at another potential $15,000 in three years or so. The details are not clear; Anne will pursue and present information to us about bypassing Va1Net and starting up without the Consortium. Her next step will be to visit with the Links service people, perhaps with the possibility of sharing the cost with Cascade. 2. Expansion Committee Report. We're just getting rolling, currently looking at service and square footage needs. 3. Current Projects. Anne has reviewed; everyone needs to bring email addresses next time! 4. National Library Week. The Harry Potter Day was a wild success with at least 3o kids and 15 parents in attendance. 5. LiLi. Hasn't caught on as well as Anne would like; she'll try to publicize it more. 6. Festival of Trees. Very successful this year, with 29 trees sold, bringing in approximately $2000 after costs. VI. 1. Marilyn is our new leader. 2. Read the Introduction and Laws sections of the manual for next time. 3. Anne is desperate to have us rework the Library Policies and Procedures. The Board sets the policy; Anne develops the procedures. 4. Anne's evaluation will take place next Tuesday, January 23rd at 3:3o. 5. Done. Our next meeting will be Thursday, February list. VII. The meeting adjourned at 5:2o pm.