Board of Trustees of the St. Helena Public Library

Minutes of the Meeting of February 11, 2009

The regular meeting of the Board of Trustees was called to order at 5:10 p.m. Trustee Chairman Dr. Darter, Lynda Burton, Bonnie Long, and Susan Swan were present, as were Friends representative Miriam Hess, and Library Director Jennifer Baker.

A motion to approve the consent items was seconded and passed. The minutes of the meeting of January 14 were approved.

Library Director’s Report. Jennifer reported on her visit to the offices of Noreen Evans and Pat Wiggins to discuss state funding of libraries. The message received was similar to last year. Both support libraries and education but the budget outlook at the state level is grim.

Jennifer shared the initial Get Involved work plan that was developed with help from Leslie Stanton and volunteers Robyn Orsini, Miriam Hess, and Kelly Wheaton. A review of the draft documents with the State Library Initiative consultant was very positive. The group will continue to refine the documents over the next few weeks and will be attending the Get Involved Institute in May to present their findings.

Change to loan periods. It was MOVED, seconded, and passed, pursuant to Jennifer’s recommendation, that the library change loan periods for all items, excepting Browse DVDs, to three weeks. Browse DVDs will remain at one week (7 days). This change in policy will make St. Helena’s loan periods consistent with other libraries in the SNAP system and help avoid confusion patrons experience over multiple loan periods and due dates. Jennifer will consult with SNAP Support Services staff about when this can be enacted. If possible it will go into effect as early as March 1. Jennifer will work with library staff to ensure that proper notice is distributed to the public regarding the change.

Jennifer also reported that SNAP directors approved raising the “hard block” limit to $10 (meaning when a patron owes $10 or more in fines and fees their card is suspended until they reduce the fine). SNAP directors also approved removing media loan limits. Now patrons can check out up to 50 items with no limitation on formats. Both actions were taken to improve the use of self-check machines.

Jennifer reported that St. Helena’s self-check machines which the library had intended to deploy with the remodel have already arrived and staff is interested in introducing the service now to alleviate some of the stress of being short-staffed. The library purchased three machines. The furniture and necessary cabling for all three will not be available until after the remodel, however, one could be installed and enabled with existing cabling and furniture if the library reduces the number of public internet stations by one. The Board approved this option. Jennifer will work with SNAP automation staff and Randy Fischer to make this happen as soon as possible.

Internet filtering and access. Jennifer reported she had recently discovered that the library is paying for Internet service through SNAP which gives access to staff computers via a T1 line. Public computers are routed through the Fischer Computer Systems DSL line which is paid for separately. It is possible that running both public and staff computers through the T1 line would be faster and cheaper. Jennifer will investigate further to determine if this is true.

If the library can achieve a faster connection for public computers we will revisit the question of filtering access to certain online applications such as Myspace, Youtube and online games. Currently these items are being blocked due to their strain on bandwidth. Jennifer confirmed with the Board that the decision to block access to these sites was based on connection speed and not content.

Architectural Design/Remodel. Trustees reviewed the report provided by MacCracken’s engineers on the condition of the HVAC system and lighting systems including a number of recommendations. HVAC included three options: 1) a partial replacement of the HVAC system, 2) a full replacement of the HVAC systems, and 3) a full replacement to the HVAC systems that would be more comprehensive. The lighting recommendations included several options including two that are already within the remodel scope of work. A total of 8 (eight), minus the two already in scope, options were presented, each of which could be undertaken separately. The Trustees directed Jennifer to get a proposal from MacCracken for the cost of developing schematics for the elements discussed and also to write a staff report for the next Board meeting that would explain in greater detail the differences in options and her recommendations. A decision of whether or not to proceed with developing the alternates was tabled until the next meeting so Trustees could review the information in more detail and consider the cost of such action.

MOU for FOL & Foundation & Library. The Friends and the Foundation have considered for some time that they should develop an MOU between the two groups. In her research of MOUs of this type, Jennifer found that many libraries have MOUs between the individual groups and the library as well. She believes it would be a good idea for our library to develop a document that details the relationship between all three entities and spells out responsibilities and expectations. Lynda Burton and Julie Dickson will work with Jennifer to create an initial draft which will then be shared with the Friends and the Foundation for input.

General Plan Update/Adams Street. Bonnie reported that the Planning Commission reviewed the preferred plan for the Adams Street property on February 3. Discussion of the land use component has been postponed until April. Bonnie will keep the Trustees informed as to meetings that they may wish to attend on behalf of the Library.

St. Helena Public Library Foundation. Dr. Darter and Jennifer reported that because there was not a quorum of the Board at its latest meeting, the Foundation was unable to make any decisions on moving forward with the request for a transfer of Wood Trust monies to the Foundation. However, two members of the Foundation Board and Jennifer did meet informally with Finance Director, Karen Scalabrini and City Attorney, Amy Valukevich to discuss their concerns and reservations. A third member of the Foundation Board met with Jennifer and Karen earlier in the day for the same purpose. It was decided to call a special meeting of the Foundation Board on Tuesday, February 17 to determine how and when to proceed.

Friends of the Library. Miriam Hess shared the latest financial report from the Friends. The Friends, at least temporarily, have moved their meeting to the week following the Trustees meeting. Their next meeting will be Feb. 19. Jennifer discussed the issue of a donation from White Barn. White Barn contacted Jennifer several weeks ago to let her know they were planning a fundraiser to benefit the library. Jennifer, who was unaware that this fundraiser has in the past benefitted the Friends, asked that the event be held to benefit the Foundation as a means of advertising its existence. Jennifer apologized for the oversight. It was suggested that when future contacts are made of this nature Jennifer should ask if there is a history of support for the Friends before directing groups to the Foundation. All agreed that the creation of an MOU will help to avoid future confusion.

No reports were given by for the Historical Society or the NVWLA.

The meeting adjourned at 6:25 p.m.

Jennifer Baker, recording secretary