Bettendorf Public Library Information Center Board of Trustees Meeting Thursday, November 12, 2015, 4:30 P.M. Malmros Room

Transcription

1 Bettendorf Public Library Information Center Board of Trustees Meeting Thursday, November 12, 2015, 4:30 P.M. Malmros Room Agenda item Responsibility Action Result 1. Roll Call Barrett Present: Baker, Brandtner, Cruise, Herzberg, Laas, Lindquist. Wagle at 5:15 2. Consent agenda Approval of agenda Approval of minutes of October 2015 Approval of bills for November, 2015 Lindquist Approve Motion by Cruise, seconded by Brandtner to approve the Consent Agenda as presented. 3. Public Forum (limit of 3 Lindquist minutes per person) 4. Correspondence Mannix Point out important items; pass around to read 5. Director s Report/Division Updates Dewey s Lease Mannix Review/Approve Strategic Plan Mannix Review Capital Improvement Mannix Update Program VOTE: Ayes: Baker, Brandtner, Cruise, Herzberg, Laas, Lindquist. Nays: None. Absent: Wagle. Motion carried. There were no respondents. Items were passed around for Board viewing. The Staff In-Service was held on November 12. Staff received training on patron registration through LEAP, as a step toward the universal services model, which is planned for implementation on December 1. Patrons will be able to get general services at all the service desks.

2 The LEAP program also allows staff to register patrons for cards off site. Additional training sessions included PAC (Public Access Catalog) training and a Readers Advisory session presented by Southeast Library Services Consultant, Becky Heil. This session was an overview of how to assist patrons in Readers Advisory and how to distinguish between a reference, directional and advisory question. In the afternoon, the Director provided Staff with an overview of the Strategic Plan. On November 5, the Director and Managers met with Samantha Helmick, from the Public Services Department at Burlington Public Library who gave a presentation on mobile and social marketing in libraries, which will help the library determine how to proceed toward a marketing plan for the library. A number of staff attended the ILA Conference in Des Moines in October. There were a number of very good information sessions provided and seven of our staff participated in presentations during the conference.

3 NOTE: Out of several hundred participating librarians, the Bettendorf Library team won the trivia contest. The website update is nearing completion. The staff is still working on fine tuning information with Terrostar. It should be finished by the end of November. The Collective Bargaining process with the City s unions has begun. On November 2, a meeting was held with union representatives, Department Heads, City Attorney, and Human Resources Director. The City s Capital Improvement Program is a five year plan, and departments are expected to provide the City with any projects that might need addressing. All of these are suggestions and the City Council determines the necessity and timing for approval. The Library is informing the City of possible improvements needed over the next five years to include a roof replacement and replacement of the front doors. In addition the Director included a request of $50,000 for funding to remodel the Kelinson Room for use as an expanded Creation Studio

4 area, as that programming has grown tremendously this past year. The Kelinson Room would still be used as a meeting room, but if remodeled, it could provide space for programs like digital transfer, green screen production, and bulkier equipment to be set up such as sewing machines and sergers. Also, a $750,000 request was made for a physical expansion of the Youth Services area. The Director is currently working on the fiscal 2017 budget, which is due in November. The reading berm in Faye s Field has been completed and looks very nice. The library is hoping to have a dedication ceremony this fall. The upstairs public restroom remodel will go out to bid at the end of November or in December. The Director stated that Dewey s one year lease is up for renewal. It has been suggested that another one year lease be drawn, with no changes. The City Attorney has reviewed the current lease and the City Administrator feels that another one year lease is in order.

5 Motion by Cruise, seconded by Laas, to approve the one year lease extension for Dewey s Café as proposed. 6. Policy Donor Policy VOTE: Ayes: Baker, Brandtner, Cruise, Herzberg, Laas, Lindquist. Nays: None. Absent: Wagle. Motion carried. Mannix Approval The Director stated that there was no policy change to the Donor Policy, just a deletion of a duplication of the word securities. Motion by Brandtner, seconded by cruise to approve the amended Gift and Donor Policy as presented. 7. Governance Committee Bylaws VOTE: Ayes: Baker, Brandtner, Cruise, Herzberg, Laas, Lindquist. Nays: None. Absent: Wagle. Motion carried. Cruise Review/Approve Copies of the proposed Bylaws had been distributed to Board Members earlier. The Board discussed the updates, with particular interest in the continuing education portion. It was the general consensus of the Board that including at least a minimum continuing education program for the Board annually is a

6 good addition. Discussion as to providing some sort of calendar of upcoming educational possibilities could help guide the Board in determining what programs to attend throughout the year, as well as tracking Board attendance at such programming for accountability. Motion by Cruise, seconded by Herzberg to accept the Bylaws as presented. VOTE: Ayes: Baker, Brandtner, Cruise, Herzberg, Laas, Lindquist, Wagle. Nays: None. Motion carried. 8. Community City Relations Wagle Report No report. 9. Employee Appreciation Herzberg/Baker Report No report. 10. Library Foundation Brandtner Report Foundation Director Ami Wells reported that the Foundation is working on a special event for next September. The Annual Appeal is in the process of going out next week. The Foundation received the matching grant from RDA for the Annual Appeal. The Foundation Bylaws have been updated.

7 The Director noted that the Library Director is no longer on any of the Foundation Committees. Wells explained that the Director is invited to attend any meetings and will be specifically invited to meetings that involve the library or a library update. The Funding Policy is also being reviewed to update the allocation process and address the use of a designated gift if it were to come through a will. This review prompted a meeting discussion at the last Foundation quarterly meeting between the Foundation and Foundation and Library Directors to discuss how to utilize such a gift. It was determined that all gifts would have to be reviewed by the Library and Foundation Directors as library policy requires that gifts to the library are accepted without restriction. Example: A donation could not be accepted if it required that a monument be erected in honor of John Grisham. The Foundation has also addressed the line of procession for the President of the Foundation Board. The position of President will come from the current Executive Committee.

8 11. Legislative Liaison Laas Report No report. 12. Library Commission Laas Report No report. 13. RiverShare Update Mannix Report No update. There will be an Assembly of the Whole meeting next week. 14. Friends of the Library Barrett Report At the November Friends Meeting, they agreed to support a Wish List of $3,055, including $1,750 for new book carts and $1,000 toward the Scott County Reads Together Project for The Holiday Bazaar on November 7 was a success, bringing in $1,050 in table rental. 15. Next Board meeting Lindquist Discussion The next Board Meeting will be December 10, 2015, at 4:30 p.m. Adjourn The meeting adjourned at 5:30 p.m.