Board of Trustees of the St. Helena Public Library

 

Minutes of the Special Meeting of April 18, 2010

 

The meeting was called to order at 3:30pm. Present:  Robert Darter, Susan Swan, Bonnie Long and Lynda Burton.   Also present Leslie Stanton, acting director and Jennifer Baker, library director. 

 

This meeting was called specifically to discuss the issue of changing library hours.

 

Jennifer presented a report to the Board members explaining the reasons why changing hours was being considered at this time.

 

Several different options were considered and reviewed taking into account patron usage patterns, staff availability, programming standards, and possible budget changes. The following proposal was agreed to be the best scenario to address all these variables:

 

Tuesday, Wednesday & Thursday 10-9

Friday, Saturday, Sunday, & Monday 2-6

A total of 49 hours per week.

Library staff unanimously supported this change in schedule.

 

This schedule maintains the same number of weekday morning hours and adds an additional evening during the week. The shortened hours on Friday-Monday are better suited to patrons’ current use of the library and also allows for more flexible staffing.

 

Since Sue Michul left the library in January 2009 and her position was not filled, the library has been perpetually short-staffed. The new schedule will alleviate much of this stress. The shortened hours on Mondays and Friday will also allow fulltime staff to devote their full attention to projects and technical work when the library is not open to the public.

 

Additional benefits of the proposed schedule include a more simplified structure that will be easier to remember and advertise while maintaining a seven day a week schedule.

 

In their discussion of this proposal, the Trustees expressed concern over public perception of a reduction in hours, even one as slight as three hours a week. Although there have been no recent or new cuts to library staff, this change in schedule is the result of the cuts made in January 2009.

 

In their motion to approve the change to library hours, the Trustees clarified that maintaining current staffing levels is critical to the success of any seven day schedule. This includes being able to replace a fulltime employee who has announced intentions to retire at the end of May. The proposed schedule of 49 hours a week has many benefits; however, it is the maximum that library staff can reasonably maintain without a continuous negative impact on service levels. Library staff and the Trustees wish to be very clear that any further reductions in staffing would necessitate drastic changes to library hours and services, including, but not limited to, closing the library one or more days a week. The Trustees instructed Jennifer to be very clear on these points in her report to City Council.

 

  

The meeting adjourned at 4:30pm.

 

Leslie Stanton, recording secretary

 

 

 

Board of Trustees of the St. Helena Public Library

 

Minutes of the Meeting of May 12, 2010

 

Present:  Robert Darter, Susan Swan, Bonnie Long and Lynda Burton.   Also present were Kelly Wheaton from the Friend's, and Leslie Stanton, acting director. 

 

The minutes from last month’s meeting were approved with one change: the Library Board wanted to clarify the motion of the previous meeting that they unanimously passed the approval to change library hours only if current staffing levels were maintained.  Consent items were adopted.

 

Leslie gave a remodel update with a projected timeline for completion.

 

The Board discussed the donor bricks. It was decided that future bricks would be purchased to honor a donation of $3000 or more. Donations could be made to the Friends or Foundation based on what the donor desires. If future fundraisers are held, this will hold true. Bricks will be updated every 6 months to a year. Susan Swan volunteered to create a flyer to this effect to be ready for June Fest.

 

The Board is anxious to finalize the Memorandum of Understanding between the Friends of the Library, the Library, and the Foundation. It is generally agreed that the Friends fund “day-to-day” projects, whereas, the Foundation seeks to fund future expansion and “legacy” projects. It is necessary still to figure out how to spell this out in the MOU to the satisfaction of all parties.

 

June Fest was discussed. Since the event is doubling as an open house and celebration of the remodel, there will be two tables set aside for “honored guests.” Lynda Burton is responsible for extending invitations.

 

The Foundation will be having a moderated retreat on June 16th to determine short and long-term goals as well as a public relations message. Dr. Darter reported that the Foundation is working to establish a credible identity.

 

Friends of the Library Report--Kelly discussed the ongoing booksale and the FOL’s desire to get the older population of volunteers more involved. They are interested in having a more formal booksale established that would be “staffed” regular hours.

 

Leslie discussed changing security issues.

 

There was no report from Wine Library or Historical Society.

 

The meeting adjourned at 5:45pm.

 

Leslie Stanton, recording secretary