Board of Trustees of the
Minutes of the Meeting of September 9, 2009
The
regular meeting of the Board of Trustees was called to order at 5:05 p.m.
Trustee president Dr. Darter, Lynda Burton, Bonnie Long, Susan Swan and
Julie Dickson were present, as were City Manager Mary Neilan, Friends president
Kelly Wheaton, and Library Director Jennifer Baker.
A
motion to approve the consent items was seconded and passed.
Jennifer explained that the tracking of volunteer hours has been
simplified. The minutes of the meeting of August 12 were approved.
Library Director’s Report.
Jennifer reported that grant
applications have yielded the following :
$2500 from the Chamber of Commerce for JobsNow; $1,000 from Kiwanis for
HelpNow; and a pending grant from the Public Schools Foundation to publicize
HelpNow. The Friends’ application
to Best Buy for $3,000 will also promote HelpNow and fund teen programs.
A Target grant could fund childrens’ art supplies.
Emergency Preparedness.
Jennifer and her staff are meeting with Fire Chief Kevin Twohey to review the
variables which must be sorted out to determine an appropriate evacuation plan
for the library. Mary added that
all city departments are involved in a similar process.
Discussion ensued as to the library’s designated role during a disaster;
Jennifer will report at future meetings and intends to practice an evacuation
plan during staff in-service training and schedule future drills during open
hours.
Meeting Room Use Policy.
Jennifer discussed aspects of meeting room use, such as use of closets, fees
charged by entities using the room, and verification of nonprofit status.
Trustees asked her to revisit the guidelines previously established with
a view to additional formalization if necessary.
Architectural Design/Remodel.
Nine contractors participated in the walk-thru earlier today (a prerequisite to
submitting a bid), and six of them signed up to receive copies of the plans for
a fee of $200. The bid
documents include the guideline that closures of up to 14 days total are
anticipated, with no more than 7 days consecutive.
Jennifer explained the clarification concerning consideration of the
price for base work and alternative work in assessing bids.
The architects will review bids to identify qualified bidders; the bid
openings will take place October 13 at 1 p.m.
Staff In-Service.
Jennifer reviewed the agenda for the staff training session scheduled for
Monday, October 12 (Columbus Day) from 9 a.m. to 6 p.m.
No outside facilitator has been retained:
the emphasis will be on in-house cross training.
Service Group Volunteers/”Unmet Needs.”
During her presentations to local service groups, Jennifer has elicited offers
of assistance such as “painting parties.”
Trustees acknowledge and appreciate the support and will consider
following up once we determine how much of the alternative scope of work can be
accomplished during the remodel. In
her new role, Mary has asked department heads to identify their “unmet needs.”
At this time, Jennifer itemizes HVAC replacement, general upkeep such as
carpet cleaning, and bringing entry level and professional wages closer to
levels paid in
Friends of the Library.
Kelly reported that two new individuals have joined the board, and a third will
be sought to replace Robyn Orsini.
Five committees have been formed, including an MOU committee now ready to meet
with representatives of the foundation and board of trustees.
The Friends have approved Jennifer’s two most recent requests.
A booth with book sales and an emphasis on increasing membership may be
manned at the Hometown Harvest Festival Saturday October 17, with the membership
drive continuing during National Friends of the Library Week October 18-24.
The
meeting adjourned at 6:10 p.m.
Julie Dickson, recording secretary