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HomeMy WebLinkAboutUntitledCAPE GIRARDEAU PUBLIC LIBRARY BOARD OF TRUSTEES Meeting: 'Ihursday, January 27, 2011 7z 7 am Cape Girardeau Public Library, 711 N. Clark ATTENDANCE The Cape Girardeau Public Library Board of Trustees met Thursday, January 27, 2011. ]'resent: Stan Irwin, Sheryl Smith, Ed Thompson, Joan Slaughter, Fran Austin, Angel Hillman, Kevin Greaser. Also present: Director Betty Martin. Absent: Jeff Long. President Stan Irwin called the meeting to order at 7:00 am. "Ilie November minutes were reviewed. Upon a motion by Ed and seconded by Sheryl, MINUTES the November minutes were approved. The bills were presented for approval. Upon a motion by Kevin and seconded by BILLS Sheryl, the bills were approved for payment. PRESIDENT'S President Stan reported (hat board member Eric Bob[ resigned his position due to a move REPORT to Washington, D.C. Several board members recommended possible replacements who will be approached. In lieu of Eric Pubis resignation, board officers were asked to move up. The new Vice President is now Ed Thompson, the new Secretary is Sheryl Smith and Jeff Long will be asked to be the Treasurer. President Stan. Kevin Greaser and Linda Bailiff represented the library at an informational meeting about Enhanced Enterprise Zones. These are tax incentives to businesses which might mean a loss of revenue to the library. An oversight board will communicate fund amounts to us. If the library lost real estate property tax, it would still receive tax revenue from equipment. FRIENDS BOARD Dianne Shafer from the Friends Foundation Board shared with the Board that the VISITOR Foundation Board is struggling with its mission and would like both Boards to meet over lunch to talk about a common purpose and to improve relationships. A date of February 25 was set for the luncheon meeting. In addition, it was recommended that a Board Trustee attend each Friends Board meeting. Joan offered to attend the Friends Foundation Board's February meeting. DIRECTOR'S Director Betty Martin reported that there were 176 Overdrive title downloads in REPORT November and189 in December. BETTY MARTIN Board members were reminded to "fan" the library on Facebook and recommend that their friends do so as well. As of January 10, the library's Facebook account had 234 monthly active users and 457 visits in that week. Director Martin presented two wording changes for the Personnel Manual, one spelling out (hat any staff asked to serve on jury duty will be paid for scheduled work hours and another for additional vacation accrued by Classified part-timers after 10 years of service. Ed moved that the changes be approved and Joan seconded. The motion carried. Director Martin attended the Missouri Library Directors meeting on December 2 & ?. "the meeting consisted of: presentations on Exempt vs Non-exentpf employees and FMLA; a Legislative update from MLA lobbyist Randy Scherr, 2 directors updating lite group on their investigation of TIF/Tax Abatement issues; reports from the Slide Librarian, MLNC, ttORENFf and Kent Brown, an attorney on retainer. Re file TIF/Fax Abatement, the investigating directors have found: assessed valuations are going down and tai diversions are going• up; often money is diverted without much knowledge or engagement of 6l.izens; and that diverted programs are not having a big effect on cities. For instance Kansas Citi has the utast vacancies and the lowest rents. This task force hopes to help set some standards. Director Martin reported an abuse of the Internet Policy and proposed additional langwage that spells out consequences lin abusers. Sherym l nved and Fran seconded approval of the proposed disciplinary language. Motion carried. Library Advocacy Day, is February8. Director Martin will attend. Director Martin asked for suggestions for the April Board Retreat. The date was set for Thursdav, April 14 from 4:00— 8:00. 1 he agenda will include regular Board business, dinner, a Itustee Academy course oil Advocating for vara Lihrmy and a review of the staWs of file long range plan. The Friends Board may be invited to dinner and the course as well. Lbrus staff had demonstrations of three ILS (catalog and circulalion .systems). Migration prices range from $51,000 to $106,000. Director Martin is negotiating both the initial cost and annual mane lance fees. 'tire Board fave Martin permission to poll them by e-mail if a recommendation needs approval before the February Board meeting. The library collected 645 food items in December for its annual Food For Pines drive. Director Martin repte led she has agreed to serve as President Electthis year for her Rotary Club. The Library will be closet) on Ft'iday, February 11 for Staff Development Day. Paul Iianna will work through the True Cohrs model with staff in :he morning and the Red Cross will present CPR training in the afternoon. COMMITTEE Building & Grounds; REPORTS Developer Chad Hartle recently requested an update nn the bio swale issue. Building and Grounds chair Stiervl Smith will draft a letter to him stating that no action will be taken anti will include a copy of the status letter from the City. 11 was also rectnnnneuded That the City Attorney be asked to review the Board's letter. In lien of the library directional billboard Hendrickson Business Associates Sugg_ might want to consider contracting with the Masonic Hall to place a library sign on their property. The Board was not in favor of this suggestion. Building Project Funds: Kevin Greaser contacted bond attorney Mark Grime regarding the remaining project funds. He repotted that the board is obligated to place any remaining monies in a fund to pay off bonds Early payments may be made beginning in 2017. Budget & Personnel Director's evaluation forms were distributed to Board members to be filled out and returned at the February board meeting. FRIENDS Colin Me Laia's memorial fund of $10,94 6 is invested in an annuih-. Interest v, i I I be drawn quarterly to purchase books in his name. The Friends board had three recent resignations and are now looking for new members. At their annual meeting on January 18 ", the Board approved S8,280 in grants for a variety of library progrannaing items. ADJOURNMENT Fran made a motion to adjourn the meeting, seconded by Angel. Vote was unanimous and the meeting adjourned at 9:06 am. NEXT MEETING Thursday, February 24th, 2011 Cape Public Library, 7 a.m. Recorder- Betty Martin CAPE GIRARDEAU PUBLIC LIBRARY BOARD OF TRUSTEES Meeting: Thursday, February 24 r 7 am Cape Girardeau Public Library, 711 N. Clark ATTENDANCE The Cape Girardeau Public Library Board of Trustees met Thursday, Feb 24, 2010, Present Stan Irwin, Sheryl Smith, Joan Slaughter, Fran Austin, Angel Hillman, Devin Greaser. Also present: Director Betty Martin. Absent Jeff Long, Ed Thompson. President Stan Irwin called the meeting to order at 7:00 am. MINUTES The January minutes were reviewed. Upon a motion by Joan and seconded by Sheryl, the November minutes were approved. BILLS The bills were presented for approval. Upon a motion by Kevin and seconded by Angel, the bills were approved for payment. PRESIDENT'S Stan Suggested a potential board member's name with discussion following. REPORT FRIENDS BOARD Ellen Dillon, President of the Friends Foundation joined the meeting and introduced VISITOR herself to the Board and the Board introduced themselves to her. Ellen invited any Board member interested to conic to a Friends meeting which is held the third Tuesday of each month beginning at 5:30pm. Ellen looks forward to more interaction between the two Boards. Now that the new building is virtually finished, the Friends are in a transitional period looking for new ways to enhance the library and services. After some discussion. Ellen excused herself with both boards agreeing to share meeting minutes (which will be mailed in their respective packets). DIRECTOR'S Director Betty Martin reported that there were 282 Overdrive title downloads in January. REPORT Eleven more libraries will be joining the consortium at the end of February and about 10 BETTY MARTIN more in July. April I Iih begins National Library Week and April 12°i is National Library Worker's Day. We will have a national storyteller at the library on April I Iih. Director Matin attended Library Advocacy Day in Jefferson City where there are 78 new House members and 12 in the Senate. Legislators are being encouraged to leave the REAL funding and State Aid alone. Also to leave at least $1 in the other MORENET Cordial, line so it won't be written out of the budget completely. MLA gave a Legislator of the Year award to Rep. Silvey, head of appropriations. ILS Recommendation: We will be upgrading our Integrated Library System with one of three systems that we have been investigating over the past few months. After an exhaustive review, our recommendation is to stay with our current vendor Sirsi/Dvnix and migrate to their new product called Symphony. Ilie cost of migration with software, hardware, implementation and training is $77,780. Annual maintenance costs will remain similar to what we have been paying — slightly under $12,000. This reflects a $49,110 discount for the migration/first year costs and around $9000 discount/year for annual maintenance. Does not include a testing notification service. Does include an I -Phone application and better user interface. The contract will follow within i days of Board approval and hope to "Go Live' with new system in the middle to end of May, 201 L Following Board discussion, Angel made a motion to approve the Sirsi Dynix Symphony upgrade, seconded by Sheryl. Motion Approved. Director Martin received notice of a public hearing to consider the Thomgate Redevelopment Corp. Final Redevelopment Plan. The meeting was Feb. '_2"" at 7pm. The tax impact statement showed minimal impact to the library. Staff Development Day was February I L Paul Hanna led the staff through It Colors, a personality identification tool. In the afternoon the Red Cross talked about emergency procedures and began to train on CPR. We will have additional training. Eight concierge volunteers also attended the afternoon session. Currently working on updating the Emergency manual with the staff. Director Betty Martin recommended hiring a part time person to work on adult programming and publicity. Currently talking to the Friends about supporting the funding of this position for three years and then will incorporate the position into the library's annual operating budget. Our needs include a graphic artist who is willing to make relationships with people out in the community. Angel Hillman suggested contacting SEMO to find a possible graphic artist intern for this position — has had tremendous support from interns in the past at her church. Building & Grounds: A response letter to Chad Hartle from the Board of Trustees was reviewed and approved for mailing, with a copy to be mailed to the City Attorney. Cameras: Three cameras have been replaced with models with higher resolution to better identity problem patrons. River Lights: So far, three of the existing light fixtures need replacement ballasts. We found out recently that the ballasts are no longer made. After some discussion with the electrician, we have an estimate of $15,000 to replace the existing river lights with lights that will be more energy efficient and don't have ballasts. We will also add additional lights to brighten up the AV Collection arca. COMMITTEE Building Project Funds: REPORTS 'f he bond money is currently in a money market account John Richboure is awaiting further instructions. Budget & Personnel Director's evaluation forms were returned to Bevin Greaser. FRIENDS The Friend's Book Sale volunteer sign-up sheet was distributed so board members can pick a day and time to help. The Board luncheon that was discussed last month has been cancelled. Friends membership envelopes were distributed with a message to please join the Friends. ADJOURNMENT Angel made a motion to adjourn the meeting, seconded by Sheryl. Vote was unanimous and the meeting adjourned at 8:25 am. NEXT MEETING Thursday, March 24th, 2011 Cape Public Library, 7 a.m. Recorder- Linda Bailiff CAPE GIRARDEAU PUBLIC LIBRARY BOARD OF TRUSTEES Meeting: Thursday, March 24 u 7 am Cape Girardeau Public Library, 711 N. Clark ATTENDANCE The Cape Girardeau Public Library Board of Trustees met Thursday, March 24, 2011. Present: Stan Irwin, Sheryl Smith, Joan Slaughter, Fran Austin. Also present Director Betty Martin. Absent Angel Pullman, Kevin Greaser President Stan Irwin called the meeting to order at 7:07 am. MINUTES The February minutes were reviewed. Upon a motion by Fran and seconded by Joan, the minutes were approved. BILLS The bills were presented for approval. Upon a motion by Sheryl and seconded by Fran, the bills were approved for payment. PRESIDENT'S Stan suggested a potential board members name with discussion following. Jeff Long REPORT will apply again, and Betty has another community member who is interested. DIRECTOR'S Board Retreat: The Annual Board Retreat will be held at the library on April Id"' REPORT beginning with the board meeting from 4-5mu, dinner at Spm and then an online advocacy BETTY MARTIN program is scheduled. rime permitting, we will review the Long Range Plan and discuss the VISIODAlisslon Statement. The meeting should end at Spin. Audit: Betty asked for questions or comments about the audit and briefly reviewed it with the Board. National Library Worker Day will be April 12". This would be a good time to express appreciation to the staff. ILS: Preparation for the migration to our new circulation cataloging system has begun. 'the databases are being cleaned up and staff training will take place April 12-14". At midnight on May 19 we will stop using horizon, the current system. We will not "go live" with the new Symphony system until Wednesday, May 25"i. We can use an off-line check out system for a short time, but the patron services will be too limited to sustain for five days. Friday and Saturday, the 20-21" we will use the off-line system and then we request that the library be closed Sunday through Tuesday, May 22-24"'. After discussion, Fran made a motion to close the library for system upgrades May 22-24". Ed seconded the motion. Motion passed. ALA Conference: the personnel policy states the Library Board must approve attendance at any out-of-state conference. 'the American Library Association Conference will be held in New Orleans June 24-23'". Betty has applied for a grant to help defer the cost. If the grant is approved, the cost for the library would be $434.OU. Sheryl made a motion to approve Betty, attending the ALA Conference, seconded by Joan. Motion passed. Catalog Feature. the new carpet was purchased from a supplier who featured the library in their catalog. There were dramatic photographs of the children's area and the river. New Intern: Next week Betty will attend an Intern Seminar at the Chamber with SEMO to help define what kind of person we need and write a job description. Extending Sunday Hours: The library is usually open on Sundays beginning in Mid - May until after Labor Day. There has been discussion about staying open Sunday all year and money was added to the budget to accomplish this. Betty is gathering statistical information to present at the April W Board meeting. FRIENDS Thanks to those Board members who were able to assist with the Book Sale. Proceeds were 52760 (before expenses). This is the lowest amount since 2007. The Friends accept donations all year long. There are four new Concierge Volunteers. ADJOURNMENT Sheryl made a motion to adjourn the meeting, seconded by Ed. Vote was unanimous and the meeting adjourned at 8:15 am. NEXT MEETING Annual Board Retreat Thursday, April 14th, 2011 Cape Public Library, 4-8pm. Recorder- Linda Bailiff CAPE GIRARDEAU PUBLIC LIBRARY BOARD OF TRUSTEES MEETING R RETREAT Meeting: Thursday, April 14 a, 4pm Cape Girardeau Public Library, 711 N. Clark ATTENDANCE The Cape Girardeau Public Library Board of Trustees met Thursday, April 14th, 2011. Present: Stan Irwin, Sheryl Smith, Joan Slaughter, Fran Austin, Angel Hillman, Kevin Greaser; Ed Thompson. Also present: Director Betty Martin, Youth Service Coordinator Sharon Anderson, Adult Services Coordinator Paula Fetherston, Linda Bailiff and potential new Board Member, Jill Miller. President Stan Irwin called the meeting to order at 4:05pm. MINUTES The March minutes were reviewed. Ed Thompson was left out of the list of members attending the last meeting. With this correction to the minutes, Sheryl made a motion to approve, seconded by Joan. BILLS A partial list of bills was presented, with a request from Linda to resubmit the bills near the end of the month for approval via email. The Board approved this request. PRESIDENT'S President Stan Irwin introduced Jill Miller as a potential new board member with REPORT all present introducing themselves to .Till. DIRECTOR'S Legislative Update: Betty referred to the Legislative Update notes attached to the REPORT board packets (copy attached for reference). Highlights include: Funding for the BETTY MARTIN office of SOS was reduced by 5%, the REAL program funding is the same and Rep. Ryan Silvey retored $50,000 to the MOREnet line in HB3. Public Relations Intern: Betty attended an informational session with the University and Chamber personnel about how to apply for, and use an intern. Betty will address this further after the ILS migration is completed. SEMO Faculty/Complimentary Library Cards: Our current policy says "all teachers, instructors and professors employed by Southeast Missouri State University may borrow materials to aid in their teaching." The intent is that thev borrow materials to help in their teaching to students who live in our District. Should that privilege be extended to faculty who teach at the outlying regional centers, i.e. Sikeston, etc? After discussion, Kevin made a motion to extend privileges to teachers in the outlying regions, seconded by Angel. Motion passed. Summer Sunday Open Hours: Betty distributed statistics showing current Sunday check-outs and gate counts. Based on these statistics plus Board conversations, Joan made a motion to stay open on Sundays from 1-5pm year around for one year, with the following exceptions: Sundays of Memorial Day weekend, 4" of July and Labor Day. Ed seconded the motion. Sheryl opposed the motion. Motion passed. Collection Agency: Over the past 12 months the library has lost approximately 1200 items, totaling $21,555 due to items being checked out and never returned. A number of Missouri libraries use a cohection agency to retrieve lost items with success. Unique Management Services is the collection agency used by Carthage, Jefferson City fi Kirkwood libraries. A debt collection interface is available tram Sysri Dynix for $4860 plus $1500 installation charge. I )nique charges $8.95 per patron which could be passed onto the patron. Studies show that this service pays for itself in returned items and/or fees in 1 'L, to 2 years. The patron would be notified prior to the debt collection agency taking over and the agency would inform us of address and name changes they discover. The Board discussed this issue at length with the following concerns. Do other libraries and/or the debt collection agency use Social Security numbers to find patrons? If not, how are they tracked? What hard data do other libraries have? Should new patrons be more limited in the number of checked out items until they earn our trust? Should new patrons have a special pau'on "status' that could be temporary" What primary types of items have gone missing? The Board will need more information to make a decision — Bety, will research further. BUDGET & Stan Irwin made a motion to go into closed session to discuss a personnel PERSONNEL issue per RSMO 610.021(3). Sheryl seconded the motion. Motion carried. Betty COMMIT'T'EE and Linda( left the room at Spm and returned at 5:15pm, Minutes were taken and are on tile. FRIT:NDS 'rhe Friends mmided refreshments to library patrons and purchased gilt cards and a cake for h6r t y staff during National Library Week. Also in celebration of National Library Week, the Friends funded storyteller Dan Keding's visit and program at the library, ADJOURNMENT Sheryl made a motion to adjourn the meeting, seconded by Ed. Vote was unanimous and the meeting adjourned at 5:20 pm. BOARD RETREAT The Annual Board Retreat took place directly atter the Board meeting. In addition to the Library Board of Trustees, some of the Friends Foundation Board members gathered for dinner and introductions. Sharon Anderson and Paula Fetherston reported c+n their respective departments' achievements in the last year. "Advocating for Your Library" webcast and discussion followed. The Long Range Plan will be updated and discussed at a later da'e. NFYT MEETING Thursday, May 26o' (if, lam Cape Girardeau Public Library Recorder- Linda Bailiff CAPE GIRARDEAU PUBLIC LIBRARY BOARD OF TRUSTEES Meeting: 'I hursday, May 26 ta! 7am Cape Girardeau Public Library, 7111 N. Clark ATTENDANCE The Cape Girardeau Public Library Board of Trustees met Thursday. May 26, 2011. Present: Sheryl Smith, Joan Slaughter, Fran Austin, Angel Hillman, Ed Thompson, Jill Miller, Jeff Long. Also present: Director Betty Martin, Linda Bailiff Absent: Bevin Greaser, Stan Irwin MINUTES The April minutes were reviewed. Ed Thompson was left out of the list of members attending the last meeting. With this correction to the minutes, Fran made a motion to approve, seconded by Sheryl. BILLS Current bills were presented. Joan made a motion to approve payment of the bills, seconded by Jeff. Motion passed. PRESIDENT'S In President Stan Irwin's absence, Vice -President Ed Thompson announced a REPORT potential slate of officers fur the 2011-2012 year as follows: Ed Thompson, President; Sheryl Smith, Vice -President; Jeff Long, Secretary; Kevin Greaser, Treasurer. Everyone present agreed to the slate. Kevin will be asked at the next meeting. DIRECTOR'S Photo Art/David Crowe: A "river" picture has been hung on the west wall of the REPORT building that will be purchased from David Crowe. He will also be providing BETTY MARTIN pictures for the Schade Study Room and the Penzel Conference Room. The total cost will be approximately $4000.00. Show -Me Grant: An LSTA Grant of $1257 has been approved for Betty's attendance at the American Library Association Conference in New Orleans this summer. The library will match 25% of the cost, approximately $4t9. ILS System Update: Today is the "go live" date. Barrett has been preparing the systems and the staff for the upgrade. April Community Activities are attached in the packet. Betty's activities include Chamber First Friday, United Way Campaign wrap-up, City Employee Orientation, etc. Collection Agency: Betty talked with a few other libraries to gather more information. The Board wants to know if the losses are increasing each year, if there is a "new" user pattern (do new users bring things back?), should there be a "trial" period to make sure new users will bring materials back? Long Range Plan Review/Update: Betty will email this to Board members before the next meeting. BUDGET & The Board reviewed the 3 -year service. contract with Tech Logic for the sorting, PERSONNEL machine. $8,000 will be paid out of this years budget and the rest by September COMMITTEE I5"i. The total for 3 -years (with the 8% discount and a 10% discount on nornwl wear and tear pans) is 522,191.00. Kevin & Angel reviewed the companl-'s financial statement and are satisfied with their financial position to sign a.3 -year contract. Angel made a motion to approve payment for the 3 -year contract with Tech Logic, seconded by Sheryl. Motion passed. Current Budget Amendments: The Budget & Personnel Committee met and approved the amendments for the 1010-2011 }ear. Thesc amendirerts were presented to the Board for approval. Jeff made a motion to approve the amendments, seconded by Joan. Motion passed. FRIENDS The Friends will sponsor an art show by Amt Kinder on November 3t°. 7 be music., food and an art sale. ADJOURNMENT Sheryl made a motion to adjourn the meeting, seconded by Angel. Vote was unanimous anti the meeting adjourned at 8:15 pm. NEXT MEETING Thursday, June 23`a;Fv 7am Cape Girardeau Public Library Hccordcr-1 CAPE GIRARDEAU PUBLIC LIBRARY BOARD OF TRUSTEES Meeting: Thursday, June 23 (rail 7am Cape Girardeau Public Library, 711 N. Clark ATTENDANCE The Cape Girardeau Public Library Board of Trustees met Thursday, June 23, 2011. Present: Sheryl Smith. Joan Slaughter, Fran Austin, Angel Hillman, Ed Thompson, Jill Miller, Jeff Long, Kevin Greaser, Stan Irwin. Also present: Director Betty Martin, Linda Bailiff. MINUTES The May minutes were reviewed. Jill Miller was incorrectly listed as present at the May meeting. With this correction to the minutes, Joan made a motion to approve, seconded by Ed. BILLS Current bills were presented. Sheryl made a motion to approve payment of the bills, seconded by Angel. Motion passed. PRESIDENT'S President Stan Irwin thanked the board members, Betty and all the committee REPORT members for their help over the past year. This will be his last meeting to sit as President of the Library Board of Trustees. Stan welcomed Ed Thompson as the new President and wished him a successful year. DIRECTOR'S MPLD Report: Betty attended the Missouri Public Library Directors Meeting REPORT and attended sessions on The Sunshine Law, E -Readers, MO State Library (2.515 BETTY MARTIN reduction to State Library budget, LSTA reduced by $200,000 which will mean lower caps on some grant programs), update on progress on Automation Consortium (where all libraries would use the same system state-wide, and the ILL process would be streamlined), presentation by Topeka Public Library's "Neighborhoods" (adult nonfiction would be reorganized by topics), and an update from an attorney on retainer. Photo Art: There are now three photos purchased from Dr. Crowe totaling $4150.00. They are located in the Penzel Conference Room, the Schade Study Room, and on the back west wall of the library. ILS System update: After the stress of the first couple of days the bugs are beginning to be worked out. The third party software was not communicating with the new ILS system. It was very smart to pay extra to have an on-site instructor when we went live. The Enterprise layer still needs sonic adjusting. Staff has worked very had to learn the new system. Would like for you to see some of the catalog features at the next meeting. Tech Logic: The three year service contract for the sorting machine was actually a 15% savings, not 8%. They had miscalculated. Long Range Plan: Progress on the Long Range Plan was included in the Board packer Board members asked a few clarifying questions. Summer Programs: Youth Services had 150+ at Saturday summer programs. Enrollment for all three reading clubs is above normal. Personnel Manual: The topic for review was on Classified Part-time use of vacation. Can it be used to make up the difference on holiday pay? Can it be used to fortify hours not worked during any week? The Board discussed the use of vacation pay and decided to "table" this discussion for a later date. In the meantime, Classified Part Time staff members may use vacation hours in any way they see fit. Patron Complaint: A patron in the Youth Services area complained that a stall member was attempting to discipline her child and being unhelpful to her. The patron and staff member met with Betty to hear the patron's concerns and offer suggestions for improvement. The result was to encourage staff to come out from behind the service desk and quietly encourage patrons to use furniture appropriately. Some of the furniture from the Youth area has been removed for the summer. FRIENDS The Friends will sponsor a night at Cape Splash on August 20"i. Details arc forthcoming. ADJOURNMENT NEXT MEETING The Friends will also sponsor an art show by Atm Kinder on November 3`d. There will be music, food and an art sale. Ed Thompson presented Stan Irwin with a plaque in honor of his service President of the Library Board of Trustees. Kevin made a motion to adjourn the meeting and to cancel the July meeting. Joan seconded the motion. Motion passed. Meeting was adjourned at 8:1 Sam. Thursday, August 25`" @ 7am Cape Girardeau Public Library Recorder— Linda Bailiff Collection Agency: Last year the library lost approximately $21,000 in materials and fines. Betty distributed a compilation of other similar library's experiences with Unique Collection Agency. The key points are as follows: No social security numbers are gathered; while the return on investment varies, most libraries come out ahead; each delinquent patron would pay for the service with an additional $10 added to their fees/tines; and the new budget would allow Tor the purchase of the initial software in the amount of $4300. Ed made a , -' contract with Unique for one year, Joan seconded the motion. Motiu.. r,.i _ BUDGET & PERSONNEL 2010-2011 Budget: Kevin reported the budget represents a 3% increase in the tax COMMITTEE revenue from last year, which we believe is a conservative estimate based on the recent past. The remaining question is whether to pay for the 3 -year Tech Logic maintenance contract out of the operating budget or construction fund. Kevin believes we could pay this out of the construction fund. After some discussi,�, Fran made a motion to approve the new budget, seconded by Sheryl. Motion passed. FRIENDS The Friends will sponsor a night at Cape Splash on August 20"i. Details arc forthcoming. ADJOURNMENT NEXT MEETING The Friends will also sponsor an art show by Atm Kinder on November 3`d. There will be music, food and an art sale. Ed Thompson presented Stan Irwin with a plaque in honor of his service President of the Library Board of Trustees. Kevin made a motion to adjourn the meeting and to cancel the July meeting. Joan seconded the motion. Motion passed. Meeting was adjourned at 8:1 Sam. Thursday, August 25`" @ 7am Cape Girardeau Public Library Recorder— Linda Bailiff CAPE GIRARDEAU PUBLIC LIBRARY BOARD OF TRUSTEES Meeting: Thursday, August 25's, 3011 (1 lam Cape Girardeau Public Library, 711 N. Clark ATTENDANCE The Cape Girardeau Public Library Board of Trustees met Thursday, August 25th, 2011. Present: Joan Slaughter, Fran Austin, Angel Hillman, Ed Thompson, Jill Miller, Jeff Long, Kevin Greaser, Stan Irwin. Also present: Director Betty Martin, Linda Bailiff. Absent: Sheryl Smith MINUTES The June minutes were reviewed. Kevin made a motion to approve the minutes, seconded by Stan. Motion passed. BILLS Current bills were presented Joan made a motion to approve payment of the bills, seconded by Fran. Motion passed. PRESIDENT'S President Ed Thompson welcomed Jeff, Sheryl & Jill as they have been REPORT reappointed to the Board of Trustees. Betty attended the public hearing for the tax rates on August I" at City Hall. There were no changes from last year and no questions from the public. The tax levy was presented to the board for approval: General Revenue at .1615 and General Revenue Temporary at .1497. Stan made a motion to approve the tax levies, seconded by Stan. Motion passed. DIRECTOR'S Board Calendar: The calendar was submitted to the Board for approval. With a REPORT few minor changes, Angel made motion to approve the calendar, seconded by BETTY MARTIN Stan. Motion passed. Betty will make revisions and redistribute. Complimentary Card: A student who attends the Cape Girardeau Partnership for Higher Education (and lives in Marble Hill) is interested in a complimentary card. Since the CG for Higher Education is a relatively new school, Betty asked the Board for their opinion. After discussion, Kevin made a motion to approve complimentary library cards for students who attend the CG for Higher Education at the Career & Technology Center, seconded by Angel. Motion passed. Eagle Scout Project: Betty was approached by an Eagle Scout who wanted to build a reading gazebo by the bio swale. Betty and the Board agreed that purple martin or bat boxes should be suggested as a better option. Reusable Tote Bags: Company "Totes to Go" is offering the library 500 free custom reusable tote bags. They would put the library logo on one side and advertisers on the other. The Board requested Betty to get a sample and more information about the advertisers. Collection Agency Update: The first list of patrons were sent August I". The first patron list of 40-90 days past due included 84 patrons with over $7,000 in fines and fees. As of Tuesday, August 23rtl, 5 accounts are paid in full, 9 accounts returned items but still owe fines and more than 20 items have been returned. ALA in New Orleans the end of June: Betty attended: sessions on Marketing, Turning the Page (a Bill Gates workshop on sustainability), and "Doing away with Dewe)"; the speaker series which included Brooke Gladstone from NPR and Sue Gardner from Wikipedia; updates on Scholastic and OCLC at meal events; and the acceptance speeches from Caldecott and Newbery winners. Exhibit visits included Tech Logic, Unique, Sirsi Dynix, Playaway and furnishing dealers to investigate replacing the "balls" in the youth area. (Due to malfunctions, the dealer is giving us a credit to replace these seats. E -Rate: The library was approved for E -rate discounts on annual phone bills up to $2294. Summer Reading Clubs: As compared to last year, participation increased by 16% for youth, 60% for teens and 100% for Adults. Staff: Part time Adult Reference staffer Andrea Danger resigned her position. New hire Chris Martin, who just graduated with an advertising degree, will replace Andrea and help with some or all of the Adult publicity. Missouri Library Association Conference. Betty submitted a request for (3) participants to attend MLA in Kansas City October 5-7°' at a cost of $1721. ,Teff made a motion to approve the request, seconded by Fran. Motion passed. Vacation: Betty will be on vacation September 15 -2 1 FRIENDS Kinder Art Sale scheduled for November 3`s, 201 I. $20 per ticket 50% of proceeds to be donated to the Friends Foundation. Cape Splash — Jill Miller reported 125 people attended the event. Book Sale will be held September 9-1 I'". The volunteer sign-up sheet was distributed. 'f he library will participate in the SEMO District Fair Parade on September 12°'. Staff will hand out candy and entry forms to win a "Nook" purchased by the Friends Foundation. ADJOURNMENT Jill made a motion to adjourn the meeting seconded by Stan. Motion passed. Meeting was adjourned at 7d6 am. NEXT MEETING Thursday, September 22nd (n) 7am Cape Girardeau Public Library Recorder— Linda Bailiff CAPE GIRARDEAU PUBLIC LIBRARY BOARD OF TRUSTEES Meeting: Thursday, September 22nd, 2011 @ 7am Cape Girardeau Public Library, 711 N. Clark ATTENDANCE The Cape Girardeau Public Library Board of Trustees met Thursday, August 25th, 2011. Present: Joan Slaughter, Fran Austin, Angel Hillman, Jill Miller, Jeff Long, Kevin Greaser, Stan Irwin, Sheryl Smith. Also present: Director Betty Martin. Linda Bailiff, John McGowan. Absent: Ed Thompson MINUTES The August minutes were reviewed. Joan made a motion to approve the minutes, seconded by Fran. Motion passed. BILLS Current bills were presented. Fran made a motion to approve payment of the bills, seconded by Joan. Motion passed. PRESIDENT'S In the absence of President Ed Thompson, Vice President Sheryl Smith presided REPORT over the meeting and welcomed John McGowan who came to observe. DIRECTOR'S State Library Gates Grant: Grants to library technology staff were offered to REPORT attend a national technology conference being held in St Louis at the end of BETTY MARTIN September. All expenses will be paid by the grant ($1124) and Barrett will attend. Eagle Scout Project: Betty spoke with the Eagle Scout's dad, Darryl Huggins. and he will present the idea of bat boxes to his son Alex for the project. As part of the project, Alex may come to a Board Meeting to present his idea. Collection Agency: In the first month we received $284.27 in dollars and $953.48 in materials returned to the library. That equals a 20% return on the investment for August. Fair Parade: Fifteen staff members and volunteers walked in the SEMO District Pair parade, carrying signs advertising library services and a banner with the library's logo. Friends helped pay for the signage. September is library card sign up month and the Friends will also purchase a "Nook" for a free patron drawing. Current card holders will write why their library card is the "smartest" card on the entry form. Youth Furniture: The ball and doughnut seats are not wearing well. The plastic screws are coming loose and the furniture manufacturer says they cannot be fixed, but offered a two year depreciated value credit in the amount of $6789. Have ordered 18 square upholstered stools at a cost of $8800. Will pay the difference out of the project fund. Summer Sunday Statistics: Betty presented the Board with average patron visits/checkouts and costs related to staying open an additional 11 Sundays through the Summer. The Board asked for more statistics regarding Sunday operations for the next three months and to also compare to Saturday statistics. BUDGET & Project Money: The project is to be closed out in January of 2012. In the PERSONNEL meantime, $40,000 will be spent on library materials, the walls in the meeting room will be fixed and the purchase of the new stools for the youth area will be made. Kevin Greaser wilt visit with Mark Grinuu on the details of how best to make payments to reduce the construction loan amount. FRIENDS The Kinder Art Show/Sale will be held on November 3rtl from 4-8pm. 'Pickets are $20 per person. Celebrations is donating food and there will be a musical trio. Anne Kinder will donate 50% of the proceeds to the Friends Foundation. Thanks to all who helped with the book sale. After expenses, profit was about $3.000. The on-going sale on the cart has made about $1.000 since March, 2011. Kevin Greaser offered to attend the Friends October 18"' meeting. ADJOURNMENT Kevin made a motion to adjourn the meeting seconded by Angel. Motion passed. Meeting was adjourned at 8:0; am, NEXT MEETING Thursday, October 27th (P lam Cape Girardeau Public Library' Recorder — Linda Bailiff CAPE GIRARDEAU PUBLIC LIBRARY BOARD OF TRUSTEES Meeting: Thursday, October 27th, 2011 OD,, 7anr Cape Girardeau Public Library, 711 N. Clark ATTENDANCE The Cape Girardeau Public Library Board of Trustees met Thursday, October 271h, 2011. Present: Joan Slaughter, Fran Austin. Ed Thompson, Jill Miller, Jeff Long, Kevin Greaser, Stan Irwin, Sheryl Smith. Also present: Director Betty Martin, Linda Bailiff, John McGowan. Absent: Angel Hillman MINUTES The September minutes were reviewed. Joan made a motion to approve the minutes, seconded by Sheryl. Motion passed. BILLS Current bills were presented. Jill made a motion to approve payment of the bills, seconded by Fran. Motion passed. PRESIDENT'S Ed Thompson welcomed visitor John McGowan. John commented on the recent REPORT email sent to patrons for their recommendations on titles/formal purchases. John said how surprised he was that the library would invite suggestions and was pleased to be included. DIRECTOR'S Missouri Library Association Conference: Betty reported attending a workshop REPORT on building a mobile website and presentations on: new MLA structure, branding. BETTY MARTIN generational workforce, keynote speech by ALA president Molly Raphael (must share how libraries are essential), targeted marketing, Google Maps, dealing with negativity in the workforce, strengthening digital branch. Also attended MLA membership meeting. Legislative Committee meeting and Public Library Division meeting. Betty will be the chairman of the PLD beginning January, 2012. Clark Enersen also attended and gave Betty the CGPL photos they used for their vendor display. Wall Covering Issue in the Geraldine Hirsch room: The architect suggested vacuuming the seams which did not work. Project architect Matt Clay and the construction manager will be visiting soon to determine a solution. Collection Agency Update Since August 1": Dollars received: $904.41, Material returned worth: $2,462.86, Total number of items returned: 125. New Catalog Interface and Bookmyne application: Betty demonstrated the new interface on the library's website and also introduced the free'Bookmyne" application which allows patrons to check the library catalog and their accounts from their I -phone or I -pad. BUDGET & Project Money: Will be spending $5000 for additional downloadable e -books PERSONNEL that will be available only to our patrons. Must log -in first to sec additional titles. otherwise will be seamless to the patrons. Would like Board permission to purchase 2 additional tables, 4 chairs and 4 pc's for the teen room for a total cost of approximately $7000. Kevin made a motion to approve the purchases, seconded by Sheryl. Motion passed. FRIENDS The Anne Lamkin Kinder art sale will be held November 3". Everyone is encouraged to attend. ADJOURNMENT The next Friends meeting will be held on Tuesday November 15th at 5:30pm. Sheryl will attend. NEXT MEETING Kevin made a motion to adjourn the meeting seconded by Juan. Motion passed. Meeting was adjourned at 8:15 am. Thursday, November 17th Oat lam (one week early) Cape Girardeau Public Library Recorder — Linda Bailiff CAPE GIRARDEAU PUBLIC LIBRARY BOARD OF I RUSTF,ES Meeting: I hursday. November 17th, 2011 C4: 7am Cape Girardeau Public Library, 711 N. Clark ATTENDANCE, The Cape Girardeau Public Library Board of Trustees met Thursday, October 27th. 2011 . Present: Joan Slaughter, Fran Austin, Ed 'Lhompson, Jill Miller, Stan Irwin, Sheryl Smith. Also present: Director Betty Martin, Linda Bailiff, Absent: Jeff Long, Angel Hillman, Kevin Greaser. MINUTES The October minutes were reviewed. Sheryl made a motion to approve the minutes, seconded by Fran. Motion passed. BILLS Current bills were presented. Joan made a motion to approve payment of the bills, seconded by Stan. Motion passed, PRESIDENT'S Ed distributed the holiday sign-up sheet for Board members to bring foot? for stall, REPORT DIRECTOR'S Website Usage: Betty demonstrated how to use the statistics page that tracks REPORT welvate usage and invited questions from the Board members on parucular areas BE'T'TY MARTIN of interest. Wall Covering Issue in the Geraldine Hirsch room: Since Matt Clay's visit on November 3't, he has determined there is sheet rock behind the piyuood layer of the wall that creates air spaces or gaps. lie will meet here with Brad Zoellner, Sather's site coordinator on November 22"'t to address this issue further. October Collection Agenq Update: $546.67 cash for fes and materials. $820.93 worth of materials returned. Totals to date: $1451.08 paid and $3,283.79 in materials returned. Health Insurance Increase was recently reported by the City to be 8% in Health and 2% in Dental beginning January, 2012. Preventive Care Coverage will now be included in both plans. Website Update: Betty demonstrated the recent improvements to the library website showing the improved Enterprise overlay and the new F, -book link. Circulation: the circulation numbers may be down only 3% because we have not been including numbers of items that are used in the library (which eve did with the old IIS). In addition to circulation numbers, we also track traffic numbers, use of public Internet computers, meeting room use, program attendance, and reference questions answered. While the number of questions answered and the r sober of h.ternet uses have declined slightly, the average number of meeting room bookings Inas remained constant and traffic numbers have increased. Assessed Values: Betty distributed a copy of the top 10 assessed values in the library district. BUDGET & Recent Purchases: Two new literacy computers for Youth Services ($6000), 24 PERSONNEL Playaway Views for Youth Services ($3000). Broken furniture is being repaired. Also will be purchasing a new folding machine and a disc cleaner that will extend the life of the CDs and DVDs. FRIENDS The Anne Lamkin Kinder art sale was very successful and thanks to everyone who attended. Anne Kinder will donate approximeately $4200 to the Friends Foundation as a result of the art sale. The event cost about $2000 to host. The next Friends meeting will be held on Tuesday January 17"i, 1-012 at 5:30pm. It will be their annual meeting and the}will vote on the 2012 officers. ADJOURNMENT Sheryl made a motion to adjourn the meeting seconded by Fran. Motion passed. Meeting was adjourned at 8:10 am. NEXT MEETING 'ihursday, January 26"i, 2012 (ti 7am. Cape Girardeau Public Library NOTE: No December meeting — bills will be emailed for approval. Recorder — Linda Bailiff