JOHNSTON LIBRARY BOARD OF TRUSTEES
MINUTES
January 15, 2009

The Johnston Public Library Board of Trustees met for a regular meeting at 5:30 pm on Thursday January 15, 2009 in the Library’s East meeting room.  Present were Taena Fowler, Shirley Weuve, Dennis Schuessler, Steve Scott, Councilman Gerd Clabaugh, Director Willona Goers and Assistant Director Maurine Myers.

Approve Agenda

Shirley Weuve moved approval of the agenda.  The motion was seconded by Dennis Scheussler and unanimously approved.

Staff Guest

Sheryl Start described her role and duties as a Library Circulation Clerk.

Citizen Comments

Thank you notes were received from a new Johnston resident for the opportunity to participate in the Library’s monthly book club, from Johnston Community Education for the Library’s participation in Project Share and from participants of the Reach out and Read project for the Teen Advisory Board’s efforts in sorting and packing books and the Library’s temporarily storing the boxes.  Willona expressed her appreciation to the Board and Library Foundation for their support of the Johnston newspaper digitizing project.  

Meeting Minutes

Steve Scott moved approval of the minutes.  Dennis Schuessler seconded the motion and it was unanimously approved

Approve bills

Library claims for the month total $23,608.96 with city back charges of $190.62.  Dennis Schuessler moved approval of the bills, Steve Scott seconded and the motion was unanimously approved.

Change of date for March board meeting

The Board agreed to change date of the March board meeting to Monday March 23, 2009 at 5:30 pm.

Budget and Finance

• As of December 31, 2008, total expenditure was $442,823.29.  With 50% of the year passed, spending represents 48.11% of the operating budget.  Balance in the Library Trust was $53,950.33 as of December 31, 2008.
• Willona reported on the Library’s requested restoration budget for FY09/10.   Departmental restoration packages and decision package requests will be considered at the January 19 Council meeting. 

Monthly Statistics

• December’s circulation was 19,422, an increase of 16% over last December.
•  The number of library visits was 9,776, 4% higher than this time last year.
• A total of 575 adults and children attended Holidays in Johnston on December 6.
•  In all, 1,045 people attended library programs in December 2008.

2008-2011 Strategic Plan

Willona presented a status report indicating progress on this year’s priorities for the 2008-2011 Strategic Plan.

Director’s Report

Policy manual review:

• A policy manual review is planned for February.
• Willona will distribute recommended changes for review prior to the meeting; Board members are invited to contribute suggested changes.

Status of the Inter-governmental contracts:

• Metro Library Association – The contract is in process and it will be forwarded to the Johnston city attorney for review.
•  Polk County contract – Polk County Supervisor’s are willing to consider a draft contract.  This contract will be forwarded to Johnston city attorney for review and a meeting of the Polk County Library Association will be scheduled to update member libraries. 

Building & Grounds:

• Uninterrupted Power Supply (UPS) – The Board discussed the feasibility of a maintenance contract for the building UPS system and agreed that a maintenance contract was not necessary at this time.
• Vending machine – Because of an increasing number of problems with the candy/snack machine in the vending area, the Board agreed with the staff recommendation that the machine be removed. Willona will investigate sale of the snack machine which was donated to the Library Foundation by Pioneer.  The pop machine (currently belonging to Aramark Vending) will be retained; Dennis Schuessler will investigate negotiation of a contract that allows a portion of the proceeds from the pop machine be returned to the Library.
• Cleaning service – Depending on the outcome of the FY09/10 budget, we will consider altering the frequency of custodial work and carpet cleaning in upcoming months.
• Cable TV – Willona is investigating the possibility of cable access for the Library.
• Signage – New Library signage has been installed on Merle Hay Road.

Public Relations & Networking:

• Iowa Library Association membership renewal time is here.  Membership forms were completed for Board members and will be submitted with the February bills.
• Holidays in Johnston was a great success with various City departments, the Johnston schools, Chamber of Commerce, Johnston Women’s Social Connection and the Library participating.  Approximately 575 people attended the event and enjoyed the variety of activities.
• The Johnston historical newspapers are now online and may be accessed via the JPL website or the Historical Society’s website.
• Willona participated on a panel with the Johnston High School AP English classes.  Guest panelists accepted and reviewed grant requests that were developed by the students.
• The 2008 Community Needs Assessment study is complete.  The Library received high marks on the assessment with 8 of the 12 focus groups mentioning the Library as a community strength.  An online survey resulted in 585 responses with 59% respondents rating the Library as excellent, 35% rating good, 3% rating fair, 1% rating poor and 2% undecided.

Technology, Telecommunications, Networking:

• The Sirsi Java client was loaded and staff training was held in December.  The permanent switch to the new interface occurred on Tuesday January 13.
• A new online database was added – Dun & Bradstreet’s State of Iowa million dollar directory (including corporations that qualify for D&B Million dollar database).  The Library now offers 7 online databases
• Three new thermal receipt printers were purchased for the front desk for use with the upgraded Java client.  We also purchased some larger monitors for Technical Services and the Circulation desk.
• Willona and Maurine met with Foth Engineering and other city staff to review the fiber optic project that will connect city and school buildings.  Discussion included locating some of the City’s fiber optic equipment in the Library’s existing telecom rooms. 

Staff & Training Update:

• Staff has displayed a very positive attitude and acceptance of the Sirsi upgrade.
• Lynne Hoehamer’s full time public services position has been reallocated to the Youth Services department where she will provide programming and YS staffing; a 25 hr/week position in Youth Services has been reallocated to Public Services.
• Missy Schwebach, Circulation clerk, will move to substitute status.
• Openings have been posted for part time public services positions to staff evenings and weekends – a 25 hour/week Public Services/Reference position and 2 circulation clerk positions to work alternating weekends.

Foundation Report

• Willona submitted the Foundation’s biennial report to the Iowa Secretary of State.
• The full Foundation Board met on January 7 and the Foundation’s annual meeting will be February 4.   The directors with expiring terms agreed to serve again as did the current slate of officers. 
• The digitizing project for the Johnston newspapers is complete with links to the website available on both the JPL and Historical Society’s websites.  The Foundation provided a matching grant to make the project possible.
• Foundation’s Annual report will be prepared for dissemination in February.

Trustee comments: 

Dennis Schuessler commended Lynne Hoehamer for doing a great job with her Youth Services responsibilities.

Adjournment

Shirley Weuve moved adjournment of the meeting.  The motion was seconded by Steve Scott, unanimously approved and the meeting adjourned at 6:50 pm.

Ellen Jessen, Secretary