TREMONTON CITY LIBRARY BOARD MEETING April 18, 2012 Members Present: Kim Griffiths, Library Director Diana Doutre, City Council Representative Jean Humpherys, Chairperson Daniel Francom, Vice Chair Brandy Greer, Secretary Kay Weaver, Board Member Troy Quinlan, Board Member Kelli Shimek, Librarian-Secretary Members Excused: Julie Stokes, Board Member The meeting was called to order by Chairperson Jean Humpherys at 7:05 p.m. The meeting was held in the Tremonton City Library Meeting Room at 210 North, Tremont Street, Tremonton, Utah. Those in attendance were Library Director Kim Griffiths, City Council Representative Diana Doutre, Chairperson Jean Humpherys, Vice Chairperson Daniel Francom, Secretary Brandy Greer, Board Members Troy Quinlan and Kay Weaver, Youth Council Representative Abby Payne, Librarian-Secretary Kelli Shimek, Garland Library Director Danielle Rasmussen, Friends of the Library members Lana Robertson and Peggy Bradfield, and Tremonton Library Staff member Janelle Esplin. 1. Welcome Chairperson Jean Humpherys welcomed everyone. A special welcome was extended to all of the visitors and to the new board member, Troy Quinlan. Board Member Julie Stokes was excused. 2. Approval of April 18, 2012 Agenda Diana Doutre made a motion to approve the April 18, 2012 agenda. Daniel Francom seconded the motion. Vote: City Council Representative Doutre - aye, Chairperson Humpherys - aye, Vice Chairperson Francom - aye, Board Secretary Greer - aye, Board Member Quinlan -aye, Board Member Weaver - aye. The motion carried.
3. Approval of Minutes from January 18, 2012 Board Meeting Brandy Greer motioned to approve the minutes from the January 18, 2012 Board meeting. Diana Doutre seconded the motion. Vote: City Council Representative Doutre - aye, Chairperson Humpherys - aye, Vice Chairperson Francom - aye, Board Secretary Greer - aye, Board Member Quinlan -aye, Board Member Weaver - aye. The motion carried. 4. Unfinished Business a. Take suggestions for the Collection Development Policy reviewed at the January Board Meeting. The policy was handed out. Those present were told that previously discussed changes had been added to the Policy. Those changes were highlighted so they were easy to see. Board Secretary Greer expressed a problem with where the weeded and donated books were going to be stored. Previously they had been stored in Greer s Warehouse. The Board and Library will need to figure out somewhere else because Greer s is not able to get to any of their own things. Friends of the Library member Peggy Bradfield told everyone that there was a plan to go through all of the books that had been at book sales and get rid of the ones that hadn t sold. They will be donated to Deseret Industries. The Library Board appreciates the Greers for storing all of those books and moving them around for the Library and Friends of the Library. Library Director Kim Griffiths explained that the process, before book sales were created, had been that the Library would sell weeded books in the library from a sale cart. The Library had been asked to stop that because the City didn t want those funds being messed with inside of the Library. That is where the idea of donating those books to Friends of the Library came in. They could then be sold and the funds would be used by the Friends of the Library to help pay for different activities and events for the Library. It was suggested that the Library try to arrange to sell the books again at the Library. City Council Representative Doutre said she would present the problem to the city.
b. Discuss and review the Facebook User Agreement in connection with the Internet Usage Policy The Policy was handed out and the time was turned over to Director Griffiths. It was explained that the suggested changes had been added and highlighted. City Council Representative Doutre said that everything looked good to her. Board Member Quinlan expressed a concern about the legality of needing to report crimes. He wondered if there is a need to report it to someone if children under the age of thirteen are using Facebook or another Social media site. Other Board Members also wondered if something needed to be stated specifically about Cyber Bullying. Director Griffiths explained that this Policy is mainly to cover our liability. She also mentioned that the staff watches and monitors for violations such as Cyber Bullying or underage account usage. She then asked if everyone was okay with the current plan. There is a need to have it approved so that the Library Staff can start using it as a way to enforce those rules. Diana Doutre motioned to approve the changes made to the Internet Usage Policy. Kay Weaver and Troy Quinlan seconded the motion simultaneously. Vote: City Council Representative Doutre - aye, Chairperson Humpherys - aye, Vice Chairperson Francom - aye, Board Secretary Greer - aye, Board Member Quinlan -aye, Board Member Weaver - aye. The motion carried. There was discussion on the need of adding a section on Cyber Bullying. This will be discussed at a later meeting. c. Review Board Members terms and when terms are up Board Secretary Greer was asked to take care of and record the terms being renewed. Jean Humpherys is planning on staying. Brandy Greer s term is up and will not be returning. Rosa Gonzales was not present. Secretary Greer was asked to find out her plans. Daniel Francom will be staying. Kay Weaver s term is not up until 2013. Julie Stokes was not present, but she has said she will be staying. Troy Quinlan will be staying as long as he can. He is in the process of trying to sell his house and move. d. Discuss the Beat the Librarian Contest and finalize the list of participants
The Beat the Librarian Reading Contest is coming up. Board Members were asked if there were any wanting to participate. There were a few that mentioned interest at the last Board Meeting. The rules were explained. Each member will read and record the number of pages read during the contest time. Each participant will be assigned to an age group depending on the amount they feel they can read. There will be a first, second, and third prize given by each adult. Those prizes will be paid for by the Library. Many members of the Board decided that they wanted to donate money or a gift basket instead of being reimbursed for the prizes. Members participating were: Daniel Francom (Pre-readers), Kay Weaver (K-2 nd ), Jean Humpherys (3-6 th ), Brandy Greer (7-12 th ), and Abby Payne. Many members also asked that their baskets be picked out by the Library Staff. e. Receive an update on the Book Bin Project and discuss volunteers There was not much to update. Director Griffiths asked that Board Members continue to think about ideas on people who might be interested in picking this project up. It was mentioned that one of the women who painted the mural has said she d be willing to update it if needed. f. Discuss Board Training requirements and make sure each member is current. 5. New Business The Board was presented with the need to make sure they are current on their training requirements. An opportunity to take a class in Logan for this is coming soon. Director Griffiths wondered if any Board Members would be interested in taking the class. Vice Chair Francom also reported on how the online training went. He said it was pretty easy to do. The password to access the page is still the same. He passed around a screen shot of the login page to explain what needed to be done to get in. All Board Members agreed that they would still rather do the online training. The Garland Library is planning on signing up for the class in Logan. If any Board Members would like to join them they are welcome. a. Friends of the Library will discuss the Summer Reading Kick-Off Party Friends of the Library Representative Peggy Bradfield was present to report on what will be taking place at the Summer Reading Kick-Off Party. The party s
theme this year is Dream Big. It will be held Friday, June 1, 2012 from 3:00-5:00 p.m. There will be games and food for the first hour and then entertainment for the last. Some of the ideas for entertainment include performances by the Bear River High School Color Guard or Drama Club. Game ideas include a cookie walk, a temporary tattoo booth instead of face paint, a fish pond, and rain gutter boat races. The food being served will be Dominos Pizza. They will order a low estimate of pizzas to be ready at the beginning of the party and then will order more as needed. This will cut down on left-overs and waste. There will also be things like popcorn, popsicles, cookies, and other refreshments. Anyone that has any ideas for the party is very welcome to suggest them. Also, anyone wanting to volunteer to help would be appreciated. The Garland Library will be joining the activities. The Tremonton Youth Council and the Garland Library Teen Group will be meeting on May 31, 2012 at 2:00 in the Tremonton Library to prepare the gift bags for all of the children and teens participating in the program. The Friends of the Library have had a lot of new ladies sign up recently. They are excited to help out and see what they can do to improve things for the Library and reach out to the community. The Friends of the Library held their Scholastic Book Fair recently. They did okay. The weather was a little uncooperative. They are thinking of having a book fair held at the Summer Kick-Off Party. Vice Chair Francom advised that they watch for sticky fingers. The Friends of the Library have a website that the Board should feel free to visit. It s URL is tremontonfol.wordpress.com. They also have a Facebook page. It can be found be doing a search for Bear River Friends of the Library. b. Discuss a possible Interlocal Library Agreement with Garland City Library An email was previously sent out to all of the Board Members explaining a possible idea and plan to join the Garland Library in an agreement. It would be a very basic agreement. Currently the two libraries are just looking into the possibilities. The main change that would occur would be that Tremonton and Garland residents could get library cards at either library for free. The Garland Library is already supporting the Senior Center and taking books to shut-ins. Both
libraries are very interested and on board. It is hoped that this will ease some of the tension between the two communities. The Board is in favor. This process will be reported on often. c. Discuss a possible Literacy Program that could be shared with the public Library Staff member Janelle Esplin was present to describe the training class she went to that discussed literacy. Every Child Ready to Read is a program that is being pushed by the state. It will teach parents how to teach their children prereading skills. The hope is that these workshops can be set up in the community to train families on what to do at home. The State suggested trying to contact parents through programs already in place like preschools and Headstart. There has been some concern by Board Members on whether or not this program would step on the toes of teachers. Those concerned have talked with different administrators in these programs. They liked the idea, but suggested that those teaching would need to be careful on how they approached the subject. The program has been turned over to the Friends of the Library. They are interested in trying to take this project on. d. Distribute and look over Library Board Member Address List The new and updated list was passed out. Everyone looked over it and confirmed that the information was correct. Chairperson Humpherys expressed the importance of it being correct since there is a great need of being able to contact each other. e. Discuss and take nominations for the July Leadership Elections Chairperson Humpherys read the responsibilities of each position. She also told everyone that she is stepping down. It has previously been set up that the Vice Chair will become the Chairperson. This allows them to shadow the Chairperson for a year and become more comfortable and familiar with the duties that they will need to take over. This means that Daniel Francom will be nominated for Chairperson. Kay Weaver was nominated to be Vice Chair by Jean Humpherys. Daniel Francom seconded it. Diana Doutre nominated Troy Quinlan to be the Board Secretary. Daniel Francom seconded it. The Board was reminded that Brandy Greer would be leaving in June. This will create another opening for a new Board Member. The Board was asked to be
thinking of possible people that would be interested and willing to be a part of the Board. These names will be presented at the next meeting. f. Discuss and vote on the removal of the television from the Library Meeting Room The television in the Library Meeting Room is never used and is taking up a lot of space. Director Griffiths asked that it be voted on to be removed. Daniel Francom motioned that the television be removed from the Library Meeting Room. Diana Doutre seconded the motion. Vote: City Council Representative Doutre - aye, Chairperson Humpherys - aye, Vice Chairperson Francom - aye, Board Secretary Greer - aye, Board Member Quinlan -aye, Board Member Weaver - aye. The motion carried. 6. Board Reports a. Friends of the Library Anything needing discussion has already been covered. b. Library Director Reports on Recent Library Activities Library Staff Member Janelle Esplin was asked to give a report on recent library activities. She told about the Fairy Tea Party and the How to Train Your Dragon Party that were held recently. Both parties went really well. All of the tickets were handed out for the events. There were lots of volunteers, and both events were covered by the local newspaper, The Leader, with full page color stories. The community really enjoyed these events. With that in mind, as well as the newspaper coverage, a lot of attention was given to the Library. Director Griffiths reported an increase in Library Card Sales in connection with these parties. A Hunger Games party was also recently held for the teens. This was done with the Garland Library. There was a fairly good turn out and everyone involved had a good time. Director Griffiths reported that the Library s grant money had come in. Her plan is to use that money to purchase Thin Clients and E-Readers for the Library. The Thin Clients will be used in place of some of the CPU s. They will allow patrons to use the computers normally, but without the ability to save and download things. They will also take up a lot less space. As the current CPU s start going out they will then be replaced with the Thin Clients. These first ones are kind of a test run. Also, the CPU s have been set up now to act like the Thin Clients will.
7. Calendar Items The plan for the E-Readers is to purchase one basic Nook and one basic Kindle. This will allow patrons to compare the two if they are looking into purchasing their own. They will only be available to adult patrons. Many classic books are available for free through these E-Readers so the libraries classic section will be able to be weeded out and create more room for other books. Before these E- Readers are available to the patrons, a policy will need to be put into place. Director Griffiths is researching the policies of other libraries. Some ideas will be presented at the next meeting. City Council Representative Doutre reported that there is some early planning going on for a Splash Pad in Shuman Park. If this were to happen, an exterior bathroom would be added to prevent wet children from coming into the Library. There is still a lot of discussion going on about this. a. Next Library Board Meeting will be held July 18, 2012 b. Board member visits to Friends of the Library meetings: April: Julie Stokes May: Jean Humpherys June: Daniel Francom July: Diana Doutre August: Daniel Francom Friends of the Library Meetings are held on the 2 nd Thursday of each month in the Library Meeting Room and on the 4 th Thursday of each month at the Grover Law Offices. Both meetings are held at 9:00 a.m. c. Children s Book Drive for Summer Reading program will run the full month of April d. Book Fair April 16-20 at the Library e. Children s Book Week/ Beat the Librarian Contest May 6-12 f. Summer Reading Kick-Off Party June 1, 2012 8. Adjournment Diana Doutre made a motion to adjourn the meeting. Kay Weaver seconded the motion. Vote: City Council Representative Doutre - aye, Chairperson Humpherys - aye,
Vice Chairperson Francom - aye, Board Secretary Greer - aye, Board Member Quinlan - aye, Board Member Weaver - aye. The motion carried. The meeting adjourned at 8:28 p.m. The undersigned duly acting and appointed Library Director and Library Board Chairperson for the Tremonton Library Board hereby certify that the foregoing is a true and correct copy of the minutes for the Library Board Meeting held on the above referenced date. Minutes were prepared by Kelli Shimek. Kim Griffiths Library Director Jean Humpherys Chairperson