BOARD OF TRUSTEES HARRISON COUNTY PUBLIC LIBRARY MINUTES REGULAR MEETING September 29, 2016

Transcription

1 BOARD OF TRUSTEES HARRISON COUNTY PUBLIC LIBRARY MINUTES REGULAR MEETING September 29, 2016 A regular meeting of the Board of Trustees of the Harrison County Public Library was held on September 29, 2016, beginning at 3:11 pm. The meeting was held at the Harrison County Public Library, 105 North Capitol Avenue, in Corydon, Indiana. Members of the Board of Trustees present: Roger Windell, President; Jon Howerton, Vice-President; Tom Tucker, Treasurer; Christine Pendleton, Secretary; Linda Zabel, Marydee Meyer, Suetta Tingler, Violet L. Eckart, Director; Alisa Burch, Head of Youth Services; Joe and Daniel Shireman, of Shireman Construction. Jessica Stroud, Recording Secretary, was absent; Alisa Burch took the meeting minutes in her absence. SECRETARY S REPORT Minutes of the August 25th, 2016 Regular Meeting Upon a motion duly made by Christine Pendleton, seconded by Linda Zabel and approved by voice vote, the minutes from the August 25 th, 2016 regular meeting were approved as presented. TREASURER S REPORT Claims Upon a motion duly made Tom Tucker, seconded by Suetta Tingler and adopted by voice vote, the Board approved the Claims Report for July Budget Report Upon a motion duly made by Tom Tucker, seconded by Suetta Tingler and adopted by voice vote, the Board approved the Budget Report for July Financial Summary Upon a motion duly made by Tom Tucker, seconded by Suetta Tingler and adopted by voice vote, the Board approved the Financial Summary for July COMMUNICATIONS Presented by Violet L. Eckart, Director An Article from American Libraries Magazine, Serving the Patrons of the Future, was distributed to the board. Jessica Stroud is on vacation September 28, 29, 30, October 3, 4, 5 and 6, Jessica is getting married on Saturday, October 1, Vi will be off October 7 and October 10-14, and October 17, She will be in Florida. Alisa will be off October 7 and October 10-14,

2 REPORTS Youth Services Alisa reported that 21 juvenile programs were held in August, attended by 310 patrons, and 5 young adult programs were held that were attended by 33 patrons. She also reported that she purchased 302 juvenile, 49 young adult titles, and 32 EBooks in August Acquisitions Rachel Baelz reported that she purchased 399 titles in August, for a total of 3,181 adult titles thus far in Adult Outreach Sue King reported that thus far in September, she has delivered to 54 library outreach participants. There have been 20 participants at 5 in-library programs, and 59 participants in the 5 programs held outside of the library. Reference Autumn Batman reported the August 2016 statistics for each of the HCPL branches: the Main Library offered 93,266 volumes, had 15,213 registered patrons and had an average of 81.7 computer users per day. The Lanesville branch housed 15,224 volumes, had 1,012 registered patrons and an average of 10.2 daily computer users. The Palmyra branch contained 17,885 volumes, had 2,164 registered patrons and had an average of 18.7 daily computer users. The Elizabeth branch housed 16,308 volumes, had 1,204 registered patrons and an average of 12 computer users per day. IT Jessica Stroud provided statistics for patron usage of HCPL s blog and OverDrive digital downloads; from August 25th, 2016 through September 27th, 2016, 1,594 digital titles were checked out by HCPL patrons via OverDrive; of those checkouts, 1,082 were ebooks and 512 were audio books. During this time period, there were 109 visits to HCPL s blog at 55 of these visits were made by Indiana residents. Christine asked Vi where the library s Nooks are. She said she tried to check out the Nooks and was told they were not available. She also said there were no circulation figures for the Nook this month. Vi will look into it. Director Work is still progressing in the lower level of the Carnegie Building. The walls and woodwork have been painted. Installation of the ceiling is almost complete. Shelves have been mounted in the small downstairs office area. The cracks between the steps to the main floor of the building 2

3 have been filled. Joe Shireman thanked the board for the work they are performing in the Carnegie Building. Daniel Shireman reported they should be wrapping up the finishes in a couple of weeks. Joe presented the board a six page handout explaining how he had arrived at the cost estimate for the flooring. Joe stated that Commercial Floor Coatings, Inc., the subcontractor who applied the $11,850 epoxy coating, would warranty the floor for a minimum of three years. Joe also suggested that the board may want to add a third sump pump on the outside of the building to try to keep water out of the building by moving it through an underground drain line out to Beaver Street. Discussion was also held about replacing the existing pipe that runs inside the basement to an existing sump pump. Joe will get a cost estimate on a new pump and will also investigate replacing the pipe running inside to one of the existing pumps. Renewal by Anderson has installed the windows that were to be replaced in the main library. James Fabel, an intern majoring in history at Indiana University Southeast will be staffing the William Henry Harrison Log Cabin. Expanded hours for the cabin will be Thursday, Friday and Sunday from 1-5 pm and Saturday 9 am 5 pm. Vi presented the board with handouts explaining certification changes for Indiana library staff positions and changes in Indiana Public Library Standards recently made by the Indiana Library and Historical Board. She noted that requirements for our library may change with the next census. If Harrison County reaches 40,000 population, our library system will move from the medium classification to that of a large library. Bicentennial Did You Know, a book of articles written by Karen Schwartz and published in the Corydon Democrat, has been endorsed by the Indiana Bicentennial Commission as a Bicentennial Legacy Project. Karen found much of the information she used in the articles at the Frederick Porter Griffin Genealogy and Local History Center. Vi distributed a flyer for Rose-Hulman s Homework Hotline. By calling the toll free hotline, students grades 6-12, can received free math and science homework help from the Rose-Hulman Institute of Technology. The library has added a new genealogy database that is searchable from home. Fold3 Library Edition by Ancestry concentrates on military records. The database will be available October 1, Heritage Quest will now be available to patrons from home. Previously patrons could only access the database in-house. Vi informed the board that some libraries are circulating hot spots. BUSINESS 2017 Budget Growth Quotient is 3.8% which allows the Harrison County Public Library to advertise a budget for General Funds (Operating Fund) of $2,452,603 which includes the estimated Property Tax Cap Impact of $2,767 plus $500,000 Library Improvement Reserve Fund 3

4 (LIFR). For a total of $2,952,603. Using the proposed Tax Levy of 1,396,763 would give the library a Tax Rate of The library board reviewed the following grant proposals submitted to the Harrison County Community Foundation: George L. Hess Family Harrison County Public Library Fund (#004), request for $4, of $4, available, to be used to provide support to the library in carrying out its mission and role as described in the Special Provisions Designated in the Endowment Fund Agreement. Frederick Porter Griffin Fund for Genealogy and History of Harrison County Fund (#141), request for $5, of $5, available. The fund shall be used to provide support to the Harrison County Public Library for the specific purpose and benefit of the Division of Genealogy and History of Harrison County as determined by the management of the Harrison County, Indiana Public Library and will comply with the Special Provisions Designated in the Endowment Fund Agreement. Marilyn M. Rhodes Memorial Fund (#147), requesting $6, of $6, available. The funds shall be used to provide support to the Harrison County Public Library for the specific purpose and benefit to the library in carrying out its mission and role as described in the Special Provisions Designated in the Endowment Fund Agreement, which states that income may be used to purchase printed materials, audiovisual media or furnishings. Equipment, including software and computers, or the maintenance of the equipment is also allowed. The funds will be used for a combination of the above-stated items. Harrison County Public Library Fund (#154), requesting $1, of $1, available. The funds shall be used to provide support to the Harrison County Public Library for the specific purpose and benefit to the library as determined by the management in carrying out its mission and role as described in the Purpose and Special Provisions Designated in the Endowment Fund Agreement. After reviewing the aforementioned requests for funds, the requests were signed by Vi Eckart, Library Director and Roger Windell, President of the Library Board of Trustees and will be submitted for approval to the Harrison County Community Foundation. Vi built in a 3% increase for employee wages just to be safe. The board will adopt a pay schedule at a later date. Vi received a letter requesting the library become a 2016 Light UP Corydon sponsor. The board decided to participate in the event through library decorations but not to become a sponsor. Patron issue Vi told board members that a patron who lost a disc from a multiple disc audio book was angry because she had to pay for the missing disc. Vi reported that the patron has a past history of overdues and damaged materials and that the library staff verified that all the discs were present when the books was checked out by looking back through security footage. It 4

5 was the consensus of the board that the circulation staff was doing a good job and that each library patron must be treated equally in a consistent manner. Insurance for 2017 Vi distributed a plan benefit comparison prepared by Don Leslie & Associates, Inc., for employee insurance coverage. Discussion was held on increasing deductibles, copays and costs of each plan. It was decided to allow board members to review the materials and make a decision at a later date. Vi will also try to get a representative for the state s retirement savings plan, Hoosier Start, to come to the library to talk with employees. Several patrons have returned books with bed bugs. After discussion Christine Pendleton moved to hire Black Diamond to use their bed bug-sniffing dogs at the library and to purchase a Zappbug oven to treat books and other materials found to have bed bugs. Suetta Tingler seconded. The motion passed. Vi mentioned that four board terms expire soon: Christine Pendleton = March 2017 = 4 th term Tom Tucker = December 2017 = 4 th term Jon Howerton = December 2016 = 2 nd term MaryDee Meyer = December 2016 = 1 st term Jon and MaryDee are eligible to reup but Christine and Tom will have to take a break. Vi asked everyone to be thinking of good candidates. She said Sharon Uhl was interested in serving again. Vi stated that the library has always deposited monies daily but with the bank s move out of downtown she had been asked if it could be done less frequently. She advised the board that she preferred to have deposits made on a daily basis so money didn t accumulate. Board stated that they would take the request under advisement. ADJOURNMENT Upon a motion made by Suetta Tingler and seconded by Linda Zable, it was resolved that there being no further business, the regular meeting adjourned at 5:11pm. The next regular Board meeting is scheduled for October 27, 2016 at 3:00pm. 5