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Home My WebLink About1992-07-14 Bd Comm minutes -, L0 ~~ I. ; , i I i I i I I I i , i ; ~':t' June 25, 1992 LmRARY BOARD MINUTES BOARD MEETING OF JUNE 25, 1992 4:00 PM IN 2ND FLOOR ADlVllNISTRATIVE CONFERENCE ROOM BOARD MEMBERS PRESENT: Tom Gelman, Stephen Greenleaf, ~eri Hobart, Phil Hubbard, Gary Lundquist, Ka!by Moyers, Anne Spencer, Kent Swaim BOARD MEMBERS ABSENT: Ann\l Hargrave STAFF PRESENT: Jeanette Carter, Susan Craig, Lolly Eggers, Martha Lubaroff, Debbie Sales, Carol Spaziani OTHERS PRESENT: Charles Traw, incoming Trustee MEETING WAS CALLED TO ORDER AT 4:09 PM APPROVAL OF MINUTES: The minutes for the regular meeting of May 28, 1992 were approved. Hubbard/Spencer FINANCIAL REPORTS: Eggers gave the Board an estimate of FY92 receipts since the Board is planning to ask the City Council to let !be Board keep the amount of receipts over the FY92 estimate as a partial source , of funds for the $17,000 shortfall caused by the fInal Johncon County contract for FY93. Eggers also gave a preliminary report on FY92 expenditures. The budget was expended by the June 19 deadline. There were few personnel emergencies this year so that the library wa able to allocate about $7000 in extra hours and overtime pay between April 1 and June 19 to fund a list of special projeccts submitted by each coordinator. Eggers distributed a list of completed projects from each department. She explained that they were building maintenance (paintirig and cleaning), cataloging, archiving, indexing, repackaging, editing, writing tasks that usually must be postponed in order to do essential current work. In addition, Children's staff visite.d 29 kindergarten classes and A V got funds to to fund a vacation replacement so other staff could continue work on a variety, of special projects. DISBURSEMENTS: Disbursements for May, 1992 were approved. Spencer/Gelman. Visa card expenditures for May were reviewed. 155~ ......;':.:';,.": ~.4j J.- BI" ..- - li1i!iij-' ,- , i i I , I , I I I I ! I I I , I I I i I I i :0.. '-lll!t:.II1AIClM I !UI .' . ",'1 " , I .-. ..-......-.,~--" I - ~ " -, I I I June 25, 1992 Eggers described the new computer-based system for processing bi.monthly vouchers developed by Office manager Martha Lubaroff. The method allows li~rary expenditure details to be keyed in at the library and sent to Finance on disc (or direct via a data telephone line). It saves time for the Director and for Finance staff and improves retrieval and report capabilities. Other off- site departments may use it. I DIRECTOR'S REPORT: 1. Circulation will probably go over one million items by June 1993. The predicted total for FY92 is about 920,000, up 3% over FY91. 2. ICPL is serving as the Beta site for the new CLSI software for all b~sic central computer functions. It will soon be installed in bundrcds of libraries through the country. CLSI staff have been on site since June 19 for installation. Staff training sessions took place early in June. .,.-.." 3. A public infonnation campaign toinfonn area residents about the change of library hours and other changes coming July 1 is underway: banners, bookmarks, news releases and interviews. 4. Hiring for the new 5.5 positions is at the half-way point. The 5.5 positions will be assigned to 10 different persons. Four current pennanent employees will have their hours increased; two hourly-pay employees have been hired for pennanent positions; the new Information Coordinator was hired in April and the three fmal positions are in the application and interviewing stage. PRESIDENT'S REPORT: Foundation: Anne Hargrnve and Phil Hubbard will continue to serve on the Board of the Foundation and complete 2 year tenns. :', ' Swaim reported on the joint Board meeting of June 23 consisting of members of the ICPL Board of Trustees, Foundation and Friends. A report and discussion of the proposed blending of the , two organizations took place. The proposal was met with support. The Friends have adopted a resolution authorizing their representatives to continue to serve on the Ad Hoc committee. The committee will do the detail work of restmcturing the two groups. Swaim suggested to the Trustees that they might discuss their role in this restructuring. At this point, the Trustees recommended that at least two of their members serve on the Board of Directors of the newly fanned organization. The whole Board will serve as the corporate members of the new organization and annually approve the slate of nominees for the Friends Foundation Board. Swaim suggested that Board members pass on any suggestions or concerns 2 /5SQ: "'"' " -..-.. .',.-,..-...-.. ,...., ---"'" .No_._~"'" ,,"~ldMo.l. , 'I I , , -, I June 25, 1992 to members of the Ad Hoc Committee (Anne Spencer, Kent Swaim, Kathy Moyers, Steve Greenleaf) Swaim introduced and formally welcomed Chuck Tmw to the Board. He will be officially on the Board as of July 1, 1992, replacing Tom Gelman until July of 95. At that point, Swaim presented Tom Gelman with a Certificate of Appreciation for his outstanding service to the library Board of Trustees and the Board and Director expressed their personal appreciation for his contriblltions to the development of the library. Swaim then presented a summary of the most recent meeting of the committee working on contract negotiations with the Johnson Co Board of Supervisors. An agreement for library services was arrived at and a draft agreement was prepared and distributed that evening to Board members. No action was taken at the meeting and Board members were instructed to review the proposed contract carefully and make any suggestions for corrections or changes and get them back to Swaim. It was recommended that a Trustee attend the June 6 City Council work session and olitain clarification on a few points. " , ANNOUNCEMENTS FROM MEMBERS: DEVELOPMENT OFFICE: Friends: Memberships brought in $3,300 last month. The most recent book sale raised $1330 with the next sale set for September 19. A total cash balance of $32,737 is on hand. The Friends approved 8 % increase in support for Development Office. A resolutiOli was passed for the ad hoc committee to proceed with the restructuring of the two organizations. Foundation: The FY93 Sustaining fund at $48,170 is 12% over this year's goal of $43,100. The latest "Report Card Mailing" brought in an 18% return with a total of $5,575 raised. Endowment income is over $42,000 plus designated and undesignated gifts given directly to the library iotal $40,000. Total gifts to the Development Office are over $131,000 Tmstees were thanked for responding to Kathy Moyers's letter. They helped to achieve 100% giving from all Boards. Channel 20 Task Force: Trustee Lundquist reported un the progress of the Task Force thus far. The group will provide a final report in Septdmber. In the meantime he reported on the issues that have been dermed d /551 ._-~_._-_.._...._-_.... ~_... ---.....--..-.--....--...............- --....-. ..~-~-'< -. June 25, 1992 for discussion and recommendations. They included continuing to cooperate in plans for the PEGL (Public Education Government Library) Center; keeping Ch 20 exclusively for tbe Library, ,equipping Meeting Room A to enable multiple channel broadcasting. Future issues include discussion of tbe relationship between Ch 20 and 29 and background on technological developments related to the future of cable. Review Policv 810: Discussion Rooms The policy with the recommended cbanges and additions was accepted as revised. Greenleaf/Moyers :.. Review Policv 803: Bulletin Board The policy was approved as recommended with the exception of 803.4 which was reworded to read "The Bulletin Board is intended as a pun!ic service aIid the library does not necessarily endorse viewpoints expressed in noticc1 posted by non-library organizations. 'Gelman/Spencer Review Policv 804: Pul>lic PamDhlet Dl~rib!!tion Policy was approved as recommemied. Greenleaf/Spencer Review Policv 805: DisDlavs Policy was approved as recommended. Greenleaf/Spencer Election of Officers for FY93 The Chair of the Nominating Committee, Jeri Hobart, presented the following slate: President- Kent Swaim, Vice President - Anne Hargrave, Secretary - Anne Spencer. Nominations were called for from the floor. There were none and the slate was approved uninimously. Lundquist/Moyers ' The Board thanked President Swaim for his leadership over the past year. no~rdts Annual ReDort The P oard listed suggestions to be included in their FY92 annual report. Eggers will draft the report and present it to the board at the July meeting. Approve FY93 contracts with East Central Reeional Library & Southenstem Lihrarv Services for SDace and collection for back-uD reference service for the two re2ions and pavrnent for interlihrarv loans to aren libraries. ~ J5SQ ! ; I I ! I i I I, i i I I I i I i I I I I i , "'I I , , I I ,iiij -, June 25, 1992 Eggers reviewed the analysis that was included in the Board Packet. There were no changes in the contract except for dates and the Board approved. Spencer/Greenleaf ' The meeting was,adjoumed at 6:30 pm. 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