JOHNSTON LIBRARY BOARD OF TRUSTEES

MINUTES

 July 17, 2008

The Johnston Public Library Board of Trustees met for a regular meeting at 5:30 pm on Thursday July 17, 2008 in the Archive Room.  Present were Taena Fowler, Ellen Jessen, Shirley Weuve, Dennis Schuessler, Steve Scott, Director Willona Goers and Assistant Director Maurine Myers.

Approve Agenda

Steve Scott moved approval of the agenda.  The motion was seconded by Ellen Jessen and unanimously approved.

Citizen Comments

A comment in the Suggestion Box requested additional Large Print items.  Some Large Print items were purchased in FY07/08; additional purchases will be made in FY 08/09 using a portion of the Lions Club donation to the Foundation.

A customer mailed a payment for a fine and included a thank you for our great library.  An email was received from another customer voicing displeasure that the WILBOR downloadable audios are not compatible with the iPod format.

Meeting Minutes 

Shirley Weuve moved approval of the minutes.  Dennis Schuessler seconded and the motion was unanimously approved.

Approve bills

Library claims for the month total $11,280.88 with city back charges of $375.71.  Steve Scott moved approval of the bills.  The motion was seconded by Ellen Jessen and unanimously approved.

Change in October meeting date

The October meeting date was changed to Tuesday October 21 at 5:30 pm to allow Willona the opportunity of attending the annual Iowa Library Association conference.

Budget and Finance

• As of June 30, 2008, the total expenditure was $988,973.11.  June 30th marked 100% of the year and spending represented 98.44% of the total amended budget.
• As of June 30, 2008, the balance in the Library Trust was $74,324.33. It was noted the cable franchise revenue was down from previous years and City Administrator Jim Sanders has contacted Media Com for a possible explanation.
• The City Finance Director has asked Department Heads to submit their Capital Improvement Projects (CIP) plans for the next five years.  To qualify for CIP a project must be more than $10,000 and have a life span greater than 15 years – at this time, the Library anticipates no projects that meet these criteria. 

Monthly Statistics

• June’s circulation was just over 25,700.
• The number of library visits for June was 14,778, approximately 2% more than last June.
• There was a 5% increase in new registrations; staff issued 365 new library cards and renewed/replaced 314 cards.

Director’s Report

Polk County / Windsor Heights funding updates:

• The 1st quarterly payment was received from Polk County.  In the absence of a current contract, this payment was based on the 600,000/500,000/400,000 path proposed by Polk County when the FY06/07 contract expired.

• Both the Polk County Library Association and Metro Library Association are continuing to work on equitable formulas for reimbursement for library services to member libraries. A draft of a formula for the Metro Library Association was prepared and sent to the libraries for comments and/or approval by the respective Boards.

• The next meeting of the Polk County Library Association will be August 27 at 6:30 pm at the Pleasant Hill Public Library. 

FY07/08 Highlights & Statistics:

• 130,813 library visits were recorded for the year; an increase of 5.8%.
• There was a significant increase in both youth and adult programs.
• 265 youth programs were presented with 10,652 participants (there cannot be an exact comparison to last year’s number of 169 as this year’s count includes the number of presentations each day, e.g. Wee Read 3 times, Storytime 2 times)
• Adult programs: 42 programs this year with 756 participants compared to 9 programs with 387 participants last year.  The increase in adult programming was in response to comments from the strategic planning focus groups.

• Total circulation for the fiscal year was 250,021 resulting in a 1.5% growth.  The year’s circulation was greatly affected by weather and other outside factors.  
• The Library’s annual statistical report for the State Library and the annual report brochure are in preparation.
• This year’s Summer Reading has been very successful with 185 adults and 992 kids signed up to date.
• Willona distributed a document reporting on the progress of the 2008-2011 Strategic Plan as of June 30, 2008.  Priorities for this year to be done:  collection development project & Sirsi system upgrade (collection & technology)

Collection Development:

• Staff will be conducting a complete evaluation of the collection with an emphasis on updating the overall age of library materials.  The goal is that the entire collection be evaluated, weeded and updated during FY08/09.

Building & Grounds:

• Staff is working with Public Works to replace the dead/dying crabapple tree on the East side of the building.
• Several routine inspections have been completed including the fire system and water for the boiler and chiller.
• Security monitoring for the doors was activated on July 1.
• A bike was stolen from the front of the building on July 7 resulting in a call to the Johnston Police.

Public Relations & Networking:

• The 20th Anniversary celebration held on July 8 was a success. KCCI ran a short segment on their 5:00 pm news program; the DM Register also covered the event.
• The Library has had several articles with photos in the print and online version of the local newspapers:  including the Fear Factor – Bug edition program, the Adult summer reading program, downloadable audio books, the new online databases and the 20th Anniversary celebration.
• The Library continues to supply ‘welcome’ materials to new residents via Johnston water signup and the Johnston Community Greetings.

• The Board approved submission of a grant proposal for the traveling NASA exhibit ‘Visions of the Universe – 4 centuries of discovery’.  If the grant is approved, the Library will host the exhibit for a 6 week period of time during 2009-2010.

Technology, Telecommunications & Networking:

• The Urbandale Public Library has scheduled a SIRSI upgrade for August 26, 2008.

Staff & Training Update:

• The Board discussed reinstituting staff visits at Board meetings and concluded it was an enlightening exercise, allowing the Board an opportunity to meet staff and hear descriptions of staff roles and responsibilities at the Library.  Willona will begin scheduling staff members to attend upcoming meetings.
• Willona will include a Board self-evaluation on the August Board agenda. A copy of the Board’s previous evaluation will be distributed for review.

Foundation Report

• The Foundation officers met July 2 to discuss general business and pay bills.
• There will be no meeting in August; the next full board meeting will be in September.
• The Foundation board is seeking a new member with information technology expertise to fill the vacancy left by Julie Hermann’s resignation.  A potential candidate has been approached about his interest and availability.

There being no Other Business or additional Trustee Comments, Steve Scott moved adjournment of the meeting.  The motion was seconded by Dennis Schuessler and the meeting adjourned at 6:35 pm.

Ellen Jessen, Secretary