Grace A. Dow Memorial Library

Library Board Minutes

Wednesday, May 18, 2005

City Hall Council Chambers


I. Roll Call Stein called the meeting to order at 7 p.m.


PRESENT: Melissa Barnard, Maxine Brink, Eric Gardner, Ann Heard, Cherie Hutter, Judy Stein


ABSENT: Stu Bush, Fred Johnson


ALSO PRESENT: Virginia McKane, Assistant Library Director; Tony Lascari, Midland Daily News; Greg Wasserman, Midland Issues


II. Acceptance of Minutes


Minutes of the April 20, 2005 meeting were approved as submitted.


III. Additions or Changes to the Agenda


There were no additions or changes to the agenda.


IV. Public Comments


There were no public comments.


V. Director's Report


Barnard reported that in addition to the agenda, all City Council agenda packets are now available on the web. The City would like for all boards and commissions to do the same. In time, all reports, as well as miscellaneous items, will be available for viewing by the public. This is designed to provide more information to the public. Barnard said that printed packets will continue to be mailed to the board.


Barnard said that Sunday, May 22 will be the last Sunday the library will be open until September 11.


McKane reported on the summer reading program at the library. The theme for this year is the middle ages and it runs from June 6 August 13. The kickoff for the summer reading program will be an ice cream social on Friday, June 10 on the library lawn. The ice cream will be provided by the Great Lakes Ice Cream Company. McKane reviewed some of the programs; a cling calendar will again be available listing all of the programs scheduled. McKane also mentioned that the Youth Services staff have been working with the Voluntary Action Center to recruit teens to help with the summer reading program.


Stein expressed congratulations to acquisitions coordinator Mary Schultz in being recognized by her peers as the Library's outstanding employee of the year.


VI. Patron Compliments and Concerns


Barnard read and discussed each compliment and concern received in the last month. Stein said that someone asked her to look into having the responses to the compliments and concerns be included with the board minutes. Barnard said that if responses are provided, it would be the month after the discussion to include any Board comments. Barnard noted that anyone can request to view the tape of the meeting in the MCTV Studio if they miss the replays of the meeting on Channel 5.


VII. Old Business


a. Board/Community Communications

Hutter submitted her question/answer for the July/August issue of the Library Connection. The Board's frequently asked questions will be archived on the Library's website.


b. Board Annual Report

Stein did a slide presentation of the draft library board annual report to City Council. After a few corrections are made, the board will be ready to approve the final draft at their June meeting.


c. Annual Meeting of Mideastern Michigan Library Cooperative

Heard and Stein attended the annual meeting with Barnard and McKane, which was held at the Genesee High School. In addition to the annual meeting, a speaker did a presentation on stress.


d. State Librarian's Excellence Award

Barnard reported that the Library of Michigan will again have the award program this year. Assuming the September deadline for nominations would remain the same as last year, Stein asked the board to come to the June meeting with their thoughts on applying again. Hutter believes it is a good activity for the board to go through; it gives the board the opportunity to step back and look at all of the gems of the library.


e. 2005/2006 Library Budget

Barnard reported that the City budget is scheduled to be adopted on May 23. There have been no further Council discussions on the Library's proposed budget.


f. Library Board Applicants

Barnard reported that applications are available for viewing on the City's website. Interviews will take place on June 13. The interviews will precede a regular Council meeting and will not be televised. Since Johnson has not officially resigned from the Board, we currently have only one opening.


VIII. New Business


a. Community Read Project

The board discussed hand-outs which included criteria in selecting a title, planning the program, and book titles that have been used in community read projects. When asked about funding, Barnard said that the Friends of the Library may still be interested in helping to fund this project. Heard volunteered to be part of a committee with staff to discuss this project.


b. Nominations Committee

Hutter, Gardner, and Heard volunteered to be on the nominations committee for selecting a chair and vice chair for the 2005/06 year. A slate of officers will be presented at the June 15 meeting.


c. Cup and Chaucer Coffee Bar Update

Barnard reported that the Cup and Chaucer is beginning to review menu choices and looking at establishing a senior discount. The library is working with the coffee bar for summer reading program prizes. Arnold Center director Mike Shea is willing to attend a library board meeting to update the board on the progress of the Cup and Chaucer. September will be the first anniversary of the opening of the Cup and Chaucer.


Barnard reported that the current Cup and Chaucer manager has resigned. The Arnold Center is in the process of posting the job and getting a replacement.


Barnard reported that Mike Shea requested that the library consider lifting the restriction of not allowing coffee throughout the library. There have been daily requests from patrons to take drinks to the conference rooms, to the Teen Room, or to the Quiet Room. Barnard said that with the increase in use that the coffee bar is experiencing, the noise can be distracting to someone who just wants to have a beverage and read.


Hutter suggested that a committee be formed to come up with a proposal to take back to the Arnold Center. Stein volunteered to be on the committee with staff.


Heard asked Barnard is she could check list serves to see what other libraries are doing. Gardner commented that when we initially asked the public about setting up a coffee bar, a lot of the negative comments were about allowing drinks throughout the building.


IX. Board Comments


Stein reiterated the patron request to her to include the answers and responses that were made to the patron compliments and concerns the library receives each month.


The board thanked Eric Gardner for his years of service on the Library Board.


X. Adjournment


The meeting of the Library Board adjourned at 8:30 p.m. The next meeting of the Library Board is scheduled for Wednesday, June 15, 2005 at 7 p.m. in Council Chambers at City Hall.