JOHNSTON LIBRARY BOARD OF TRUSTEES
MINUTES
May 21, 2009

The Johnston Public Library Board of Trustees met for a regular meeting at 5:30 pm on Thursday May 21, 2009 in the Archive Room.  Present were Shirley Weuve, Ellen Jessen, Taena Fowler, Dennis Schuessler, City Clerk Cyndee Rhames, Director Willona Goers and Assistant Director Maurine Myers.

Approve Agenda

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

Polk County and Metro Library Association Contracts

Ellen Jessen moved the approval and notarized signing of the Polk County and Metro Library Association contracts as previously discussed and negotiated.  The motion was seconded by Dennis Schuessler and unanimously approved.

Staff Guest

Kara Jund, Public Services Assistant, described her role and duties at the Library.

Citizen Comments

• Two thank you emails were received complimenting the Library’s helpful customer service.
• Thank you letters were received from the U.S. Dept of Commerce for their use of the meeting room for census testing and from the International Cesarean Awareness Network, Inc. for the April display highlighting Cesarean Awareness Month.
• A customer expressed his appreciation for the convenience of the walk-up computers.
• Two letters were received from Beaver Creek third graders inquiring about the library’s role in city government.
• The suggestion box included a comment about the necessity of filling out annual registration renewals.

Meeting Minutes

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

Approve bills

Library claims for the month total $37,475.91 with city back charges of $8,383.24.  Shirley Weuve moved approval of the bills.  Dennis Schuessler seconded the motion and it was unanimously approved.

Staff Evaluation Report and Approval of Compensation

All staff having met performance requirements as noted during their review process, Dennis Schuessler moved approval of a 5% pay increase for all staff plus appropriate closure pay for those affected staff.  Ellen Jessen seconded the motion and it was unanimously approved.

Liebert UPS Battery Annual Maintenance Agreement

The Liebert UPS battery annual maintenance contract in the amount of $4,000.00 was approved with this month’s library claims.

Interlibrary Loan Policy

Ellen Jessen moved approval of the Interlibrary Loan Policy as presented.  Dennis Schuessler seconded the motion and it was unanimously approved.

Nominations of Board Officers for FY09/10

Dennis Schuessler moved approval of nominations for FY 09/10 Board Officers as follows:

Dennis Schuessler, President; Shirley Weuve, Vice-President; Ellen Jessen, Secretary.  The motion was seconded  by Shirley Weuve and unanimously approved.

Budget and Finance

• As of April 30, 2009, total expenditure was $821,744.32.  With 83.33% of the year having passed, spending represented 78.88% of the 1st budget amendment.  It was noted that the month of May will include 3 pay periods and current spending was intentionally kept below the 83.33% total to ensure adequate funding for the additional pay period.
• As of April 30, 2009, the assets in the Library Trust total $58,384.00
• Willona reported on last month’s question about returning unspent funds back to the Library Trust.  Funds can be turned back to the Trust only if the change is made prior to the 2nd budget amendment.

Monthly Statistics

• Circulation was up 5% over last April with public computer and wireless use up 22.5%.
• Holds continue to be a very popular, though labor intensive, service.  The number of holds placed was up 17.3% compared to last April and the number of hold requests pulled from the Johnston collection was up 53.5%.  The number of holds not picked up averages between 9-10% of the total number of holds.
• A total of 94 volunteer hours were contributed in April.   The volunteers were honored at a special Volunteer Recognition Brunch at the April staff meeting.

Marketing Plan for FY09/10

Willona presented a draft marketing plan for next fiscal year.

End of Session Legislative Report

Willona discussed the Iowa Library Association’s Governmental Affairs Committee report that was disseminated to ILA members.

Director’s Report

Building & Grounds:

• A frosted window on the East reading tower was broken during a baseball practice that was held too close to the building.  Architectural Wall Systems made the window repair at a cost of $548.00
• Sports practices near the building are being monitored.  Since the window incident, a youth soccer practice has been asked to move twice.
• Several of the ASI/Modulex silver signs are being replaced due to loss and/or damage.
• Public Works is repainting the small study rooms prior to summer activities and will arrange some easier power access in the study rooms for laptop users.
• Public Works has tested the irrigation system and it is ready for use.
• Outside steel beams and grates will be painted before Green Days.
• City Finance Dept. conducted an asset audit for the Library.

Technology, Telecommunications, Networking:

• Willona and Maurine met with the sales representative from 3M to review details about the self-check machine.  The Library Foundation will purchase a 3M 9410 Barcode Scanner (BCS) with software at a cost of $11,935.00.  The unit was ordered May 6 and we hope to have it installed prior to the beginning of Summer Reading on June 8.
• The provider of our ScreenDoor internet management software, Palisades, changed to a new product for internet management PacketSure.  Dreama and Maurine installed the hardware and the configuration setup was completed by Alliance Technologies this week.
• The new laptop has arrived and is being used.  Two new additional public computers will be installed on Father’s Day when the Library is closed to the public.

Collections Development Project:

• The entire adult collection is now completed.
• Readers, Easy picture books and a portion of Juvenile Fiction will be completed before the end of the fiscal year.
• An analysis of items in the ‘Newbook’ location was done.  Nearly all the non-fiction had circulated at least twice in the past six months, with a number in the 3-4 circulation range.  All but a very few fiction titles had circulated four or more times in the past six months; many had circulated even more times in that period.

Staff & Training Update:

• Staff and supervisors have completed all of their self and annual review evaluations.
• Willona, Cheryl Heid and Maurine attended CILSA’s Tech Petting Zoo for an overview of library applications regarding new technologies, equipment and social networking tools.
• Cheryl Heid and Kara Jund participated in an online Wimba classroom course on EBSCOHost.
• Maurine attended a SirsiDynix User’s Group meeting in April and the OCLC User’s Group meeting in May.

Public Relations and Networking:

• In April, the display cases featured items from the Boy Scouts and are now displaying items from the Johnston Station Historical Society in celebration of the 40th anniversary of Johnston’s incorporation.
• Willona and Maurine met with the new Urbandale Public Library Director and other management staff on May 19.
• The Youth Services staff has begun visits to Johnston schools to promote the Summer Reading program that will launch June 8.  Cheryl Heid is coordinating this summer’s Adult Reading Program.
• Willona will represent the Library on the Johnston Community School’s 100thAanniversary Committee.
• The Partnership for a Healthy Community sponsored the TeamMates “One Hour Walk & Play” on May 15 and Willona assisted with the event’s registration.
• The State Library will be launching a marketing campaign in conjunction with OCLC courtesy of a Gates Foundation Grant.  Willona reported on the upcoming campaign that will include a public awareness campaign about libraries and how libraries are funded. 
• Plans for Green Days Celebration are well under way.  The Library will host the Family Movie on Thursday June 18 and will also be hosting a Ty Smedes photography exhibit.
• Willona distributed Summer Reading flyers for Youth, Teen and Adult programs.

Foundation Report

• The Foundation is purchasing a 3M self-check machine for the Library. 
• Discussion about holding a special get-together event for staff, Foundation and Library Board again this year.
• Willona will attend the June 8 Lions Club meeting to accept their donation from the Lions Club Book Sale.

With a reminder that the next regular Board meeting has been rescheduled for Tuesday June 23 at 5:30 pm and there being no additional Trustee Comments, Dennis Schuessler moved for adjournment.  The motion was seconded by Ellen Jessen, unanimously approved and the meeting adjourned at 6:46 pm.

Ellen Jessen, Secretary

Posted: June 24, 2009