JOHNSTON LIBRARY BOARD OF TRUSTEES

MINUTES

March 24, 2008

The Johnston Public Library Board of Trustees met for a regular meeting at 5:30 pm on Monday March 24, 2008 in the Archive Room.  Present were Shirley Weuve, Stephan Johnson, Taena Fowler, Councilman Gerd Clabaugh,  Director Willona Goers and Assistant Director Maurine Myers.

Approve Agenda

Taena Fowler moved approval of the agenda. The motion was seconded by Stephan Johnson and unanimously approved.

Citizen Comments

Comments in the Patron Comment/Suggestion Notebook included a request for a “family library card”.  Other requests were for a longer period of time on the public PCs and a request for a coat rack. Also received was a thank you for the Traditional Chinese Medicine program and a letter from Beaver Creek elementary student with questions about library.  Additional community comments discussed were the need for directional arrows in the parking lots and availability of an outside drop.

Meeting Minutes 

Stephan Johnson moved approval of the minutes.  Taena Fowler seconded and the motion was unanimously approved.

Approve bills

Library bills for the month total $29,999.86 with city back charges of $6,772.95.  Stephan Johnson moved approval of the bills.  The motion was seconded by Taena Fowler and unanimously approved.

Budget and Finance

The budget and finance report was distributed for review.  As of the end of February 2008, total expenditures were $615,358.55.  With 66.67% of the year having passed, spending represents 61.72% of the amended operating budget.  A balance of $71,755.82 was reported for the Library Trust.

Statistics

Weather continued to impact the monthly statistics as was indicated in both the traffic and circulation patterns.  The Library was also closed for 2 days and access to public computers was suspended for a week during the EnvisionWare conversion.  Statistics reflect a drop in these areas; however, the registrations remained constant.

Iowa Public Library Statistics 2006-2007

Willona distributed a copy of the Iowa Public Library Statistics 2006-2007 for the ‘F’ size libraries.   Johnston is classed as ‘F’ size based upon the population range of 10,000-24,999.

Expiring Library Board Terms

Stephan Johnson and Shirley Weuve have terms expiring on June 30, 2008.  Stephan has indicated that he will be leaving the board and Shirley plans to complete the application process to serve a six year term.  Items distributed for review included a recruitment timetable and a handout with suggestions for a board interview; the Board then discussed qualities and qualifications they wish to see in potential candidates.  The application process will occur in April through City Hall.  Candidates will be interviewed by a subcommittee consisting of Stephan Johnson, Taena Fowler and Willona and an informal recommendation made to the City Administrator and the Mayor.

Director’s Report

Building and Grounds:

• A Johnston Police officer and a security expert toured the Library on March 6 and will provide a report on “items to consider”.
• The Johnston Fire Dept. conducted an inspection of the building on March 4.  Library staff will move some items to increase accessibility to electrical panels.
• A number of routine maintenance tasks were completed – e.g. changing light bulbs, ballasts, etc.

Public Relations and Networking:

• The Appreciation event was well received and Foundation and staff were pleased to be thanked by the Board.
• The City’s Community Development Department recently hosted a training meeting at the Library that required extra involvement from the Library staff and a thank you was received from the CD department head director.  The Library occasionally makes the meeting room wing available after/before hours for City Fire Department training and this flexibility is much appreciated by the Fire Department.
• Willona and Maurine attended a retirement reception for a long time Urbandale Public Library staff member on February 29.
• Willona attended the Large Library Roundtable at the Waukee Public Library on March 6.
• Willona attended a planning event for the upcoming Green Days celebration.  This year’s event will be held June 20-22.
• Willona and Maurine volunteered at the Lions Club Book Sale. 
• The Library is serving as a drop-off point for a book drive sponsored by the Mayor’s Youth Council and a point of sales for tickets to the Johnston Community School Foundation banquet.
• Money Smart Week is scheduled for April 5-12 with a variety of related programs planned.  The week’s events will be featured in a Johnston Register article.

Technology, Telecommunications & Networking:

• The EnvisionWare project went smoothly except for a problem with the coin-op unit that is still waiting for resolution.
• An article about the updated computers appeared in the Johnston Register section of the Des Moines Register on March 6.
• Maurine has been working with the Urbandale Public Library to implement a Sirsi feature that streamlines the cataloging item record creation process.
• We are investigating the feasibility of changing the Library’s email hosting from an individual account with Alliance to a shared account with the City.  The City’s account is also with Alliance but uses Microsoft Exchange Server which would allow for greater functionality (e.g. Out-of-Office notification).

Staff & Training Update:

• The staff celebrated Leap Day with a pizza and salad get-together during the noon hour.
• Missy Schwebach began her duties as Circulation Clerk on March 5.  She will work every Wednesday evening and every Saturday.
• Willona will attend the exhibits at the Public Library Association conference on March 26-27.
• Willona and Maurine will be attending the Computers in Libraries 2008 conference in Arlington, VA in April.
• Rita and Maurine will be attending a SirsiDynix User’s Group meeting in Waverly in April.
• We are arranging an introductory and an intermediate Excel class for interested staff members during the month of May.  Dreama Deskins will teach these classes on two of the Mondays when she is already working here at the Library.
• We are preparing for some temporary summer help with the return of a college student.
• Willona presented an update on Noah Heid’s surgery.

Foundation Report:

• Foundation Board officers met in March.

Other Business

The Polk County Library Association will meet Wednesday April 16, 2008 at 6:30 pm at the Johnston Public Library.  The agenda will include proposed Bylaws changes and an update by Saul Amdursky (Des Moines Public Library) about the Polk County negotiations.  As a vote is anticipated, the Library Board President (or designee) will need to attend and Shirley Weuve confirmed that she would be able to do so.

Trustee Comments

A written thank you will be sent from the Library Board to Public Works in appreciation of the great job that was done with the winter’s snow removal.

Adjournment: 

Taena Fowler moved adjournment of the meeting.  The motion was seconded by Stephan Johnson, unanimously approved and the meeting adjourned at 6:45 pm with a reminder that the next meeting will be Thursday April 17, 2008 at 5:30 pm.

Stephan Johnson, Secretary