JOHNSTON  LIBRARY BOARD OF TRUSTEES

MINUTES

August 21, 2008

The Johnston Public Library Board of Trustees met for a regular meeting at 5:30 pm on Thursday August 21, 2008 in the Archive Room.  Present were Shirley Weuve, Ellen Jessen, Taena Fowler, Dennis Schuessler, Gerd Clabaugh, Director Willona Goers and Assistant Director Maurine Myers.

Approve Agenda 

Ellen Jessen moved approval of the agenda as amended.  The motion was seconded by Shirley Weuve and unanimously approved.

Staff Guest

Beth Womacks, Library Associate, described her role and duties with library circulation, homebound delivery, mending and programming.

Citizen Comments

The suggestion box included a comment expressing displeasure with the Library’s annual library card renewal policy and suggesting it be changed.  A letter was received from the father of the young man whose unsecured bike was stolen from the library earlier this summer.  Thank you notes were received from the Adult Summer Reading Program’s grand prize winner and from some Summer Reading club participants.  A congratulatory letter and Library Certification certificate were received from the State Librarian.

Meeting Minutes 

Dennis Schuessler moved approval of the minutes.  Ellen Jessen seconded the motion and it was unanimously approved.

September Board Meeting

Decision was made to change the date of the September Library Board meeting to Wednesday September 17 at 5:30 pm so as not to conflict with the Johnston Homecoming Parade which has been scheduled for Thursday September 18.

Approve bills

Library claims for the month total $34,776.50 with city back charges of $9,029.02.

Ellen Jessen moved approval of the bills.  The motion was seconded by Dennis Schuessler and unanimously approved.

Circulation Policy Review

Ellen Jessen moved that the Circulation Policy be changed to allow items to be renewed twice unless the item is on hold for another user effective September 1.  Dennis Schuessler seconded and the motion was unanimously approved.

Library Board Self Evaluation

Willona described the Board’s previous self-evaluation and suggested three options for this year’s evaluation:  option 1) continue with a numeric option similar to last year; option 2) utilize the yes/no version from the Iowa Trustees Manual; option 3) utilize another alternative to be developed by a subcommittee.  The Board agreed that the resulting discussion was the most valuable aspect of the previous exercise and this time they would try the Iowa Trustees Manual yes/no version.  Completed evaluation forms should be submitted to Willona for inclusion at the November Board meeting and discussion will include results of the evaluation, the evaluation process and recommendations for next year’s process.

Budget and Finance

• As of July 31, 2008, the total expenditure was $67,344.08.  With 8.33% of the year passed, spending represented 6.46% of the operating budget.
• As of July 31, 2008, the balance in the Library Trust was $76,426.
• Library staff is currently reviewing the process for overdue notices, bills for fines and replacements and “long overdue” bills.  Efforts are being made to streamline the overdue notice procedure and staff is working with the City on procedures to utilize the collection agency to follow up on long overdue bills. 
• The Polk County Library Association will meet on August 27 at 6:30 pm at the Pleasant Hill Public Library.  Election of officers will be held and Willona has agreed to again run for Secretary of the Association.  All Board members are also invited to attend.
• Willona distributed a document describing the cable franchise fees.  Cable franchise fees will have an impact on the Library Trust income as they are projected to be received at a lower rate.  The state’s definition of franchise fees (which is expected to be determined by next year) will supersede the local/city definition.

Monthly Statistics

• July’s monthly circulation was 27,184 with an average daily circulation of 906 items.
• There were 14,629 library visits in July for an average of 488 visits/day which compares to 408 visits/day in July of 2007.
• There was a 5% increase in new registrations in July and an 18% increase in renewal registrations.
• A total of 1,935 items were added to the collection, 901 of which were downloadable titles.  A total of 511 items were withdrawn.

Presentation of Annual Report to City Council

• The Library’s ordinance requires that an annual report be presented to the City Council shortly after the end of the fiscal year.  The presentation is typically done at the first Council meeting in September; Taena Fowler will present the report on September 2 around 7:05 pm as part of the Public Communications segment of the Council meeting.
• Willona presented the packet which will be presented including:  A memo dated September 2, 2008 that highlights the Library’s five key accomplishments for the past fiscal year, the Annual Report brochure that shows 5-year trends for key statistics, the detailed Annual Report with additional statistics for FY07/08 and the Strategic Plan for 2008-2011 with a progress report as of June 30, 2008.

Strategic Plan for FY08/09

Willona presented a prioritized plan for this fiscal year’s approach for the Strategic Plan.

Director’s Report

Collection Development Update:

• Adult paperbacks, the 600’s (except 640-649.99) and 000-109 have been completed and assignments for completion by September 1 are on track.

Building & Grounds:

• Staff is beginning to think about building preparations for the fall.  Willona and Doug Kueck, the Library’s assigned Public Works maintenance person, will conduct an interior and exterior walk around to determine what projects should be completed before winter.
• The tile floors are scheduled for treatment over the Labor Day weekend and the interior and exterior windows will be washed in October.
• The Library had a security alarm call on August 6 @ 9:20 pm which is thought to have been a training issue for new cleaning staff from Midwest Janitorial Service.  The Johnston Police responded quickly and an officer walked through the building with Willona; no evidence of burglary was found.

Public Relations & Networking:

• Willona provided samples of the news coverage the Library received during the past month.  The Summer Reading program activities were well represented.
• A congratulatory display was designed for the Johnston High School baseball team that won this summer’s 4A State Championship.
• The Library will again be a satellite voting location from October 6-October 23 for  Johnston and two rural adjacent precincts.  The Election Office will provide voter registration cards and absentee ballots for the Library to display in September and will assist the Library in publicizing the satellite voting opportunity.
• The Library will also host a flu clinic in October.
• Willona and Maurine will be meeting with the Urbandale Public Library administration in early September.

Technology, Telecommunications, Networking:

• The Sirsi upgrade has been scheduled for August 26, 2008.
• The conversion to EnvisionWare has proven a wise use of resources.  The past week’s deposit for printing was @ $107.00; the previous “pay as you go” system usually averaged around $35.00/week.
• One of the walk-up computers has been replaced and the 2nd walkup computer will be replaced in the next few weeks.

Staff & Training Update:

• Several staff members will attend the State Library Town Meeting in Urbandale in September.
• Several staff members will also attend all or a portion of the Iowa Library Association meeting in Dubuque in October.  Three staff members will attend pre-conference programs including sessions on Youth programming, Readers Advisory services and Word of Mouth marketing.
• The Board discussed options of the library closing to allow full staff participation in an in-service training day.  The Board  supports the idea and Willona will investigate presenters and determine some possible dates for an in-service training.
• Maurine Myers will be responsible for library operations while Willona is on vacation.

Foundation Report

• The Foundation officers met with a representative from the Greater Des Moines Community Foundation to learn more about the group.  The representative will also attend the September meeting of the full Foundation Board to discuss investment options for non-profit foundations who wish to become involved with the Greater Des Moines Community Foundation.
• Char Kimball and husband hosted a social get-together for Foundation board members and spouses in July.
• Dave Kurns, Interactive Editorial Director at Meredith Corporation, will be the new  Foundation Board member to fill Julie Hermann’s vacant position.

Other Business

Reminder that the date of the September Board meeting was changed to September 17, 2008 at 5:30 pm.

Trustee Comments

Ellen Jessen relayed the Board’s congratulations on the Library accreditation.

Adjourned: 

Dennis Schuessler moved adjournment of the meeting.  The motion was seconded by Shirley Weuve, unanimously approved and the meeting adjourned at 7:05 pm.

Ellen Jessen, Secretary