Grace
A. Dow Memorial Library
Library Board
Minutes
Wednesday, September 17,
2008, 7 p.m.
I.
Roll Call
Soules called the meeting to order at 7:00 p.m.
PRESENT: Melissa Barnard, Maxine Brink, Sarah Galt, Tami Johnson, Kathleen
Kinnish, Norm Neher, William Snover, Marilyn Soules
ALSO PRESENT: Virginia McKane, Assistant Director; Wendy Shields,
Technical Secretary; John Palen, Midland
Issues
II.
Acceptance of August 20, 2008 Meeting Minutes
Minutes approved with
changes.
III.
Additions or Changes to the Agenda
None
IV.
Public Comments
None
V.
Director’s Report
Barnard reported that Nancy
Shaw, the 2008 Michigan Reads author, presented two programs at the library on
Monday, September 15th.
Eighty-five people attended the events.
Barnard encouraged Midland
residents to attend the City of Midland’s Budget Roundtables that are scheduled
in October. More information and online
registration are available on the City’s website, www.midland-mi.org. Board members received letters inviting them
to participate.
Johnson mentioned that she
visited the website, Everything Tri-Cities.com.
Johnson noted that there is not a library category to click on. McKane has contacted the website administrator
and suggested that a library category be added.
Galt commented on the
outreach locations for the Summer Reading Program. Barnard noted that the number of outreach
participants is down from previous years.
McKane explained that it might be due to the inconsistency of staff at
the outreach sites. A reason for the
decrease has not been determined but staff will follow up with the appropriate
staff at the locations before next year’s program.
Kinnish was pleased to see a
jump in the number of VolunTEEN participants.
The library works with the United Way Volunteer Center to recruit
volunteers. The staff also contacts the
Key Clubs at the schools for volunteers.
Soules commented that
partnering with UNICEF for an upcoming Crafty Readers program demonstrates
community collaborations, a board goal from last year.
VI.
Patron Compliments and Concerns
SIGNED COMMENTS:
1. I am very happy with the library and the ladies who are so nice when checking books out both day and night, also the ladies who help you find an author or a book. I’ve had a broken hand and surgery and have enjoyed reading and all the help from the ladies.
UNSIGNED COMMENTS:
1. Please enforce cell phone rules in Reading Room.
A sign is posted at the entrance
to the Quiet Room restricting phone use in that area. Please notify staff if cell phones are being
used in this area since the doors prevent sound from being heard outside of the
room.
2. More privacy at the computers. People seem to read what I’m doing, very uncomfortable feeling.
If more privacy is desired, laptops are
available to check out and rent for use in the library. The computer area was designed to be open and
visible to staff.
3. The folks at the reference desk are always so helpful with the people using the computers. Sometimes it’s very hectic and people are very impatient (me included). They’re always just great at helping and dealing with any and all problems. It’s not easy dealing with the public and the computers can be temperamental (so can the public). Thanks from a frequent computer user.
VII.
Old Business
a. Board/Community
Communications
Soules reported that the September/October issue of
the Library Connection is available online and at the Library.
In following up on a patron comment last month about
the plastic bags used at the library, Galt reported on research done on plastic
vs. paper bags. Production processes for
plastic bags use fewer resources. The report emphasizes “reduce, reuse, recycle”.
Discussion followed about whether the plastic bags
should be offered and if there should be any restrictions on when they would be
offered to patrons. Since the bags are
vital in protecting materials in inclement weather and patrons use them when
they have multiple items to check out, the bags will continue to be
available. Staff will also continue to
explore other options.
The Friends of the Library are in the process of
purchasing re-usable bags similar to the ones at Wal-mart and Meijer to be sold
for $1.00 each. These bags should be
available before the end of the year and may have an impact on the use of the
plastic bags.
Snover requested clarification of the role of Board
members particularly in reference to his goal in representing the community by
helping to determine community needs and seeking community input. Snover explained that he had contacted an
organization to explore library needs and had apparently overstepped his bounds
as a board member.
Soules commented that a Board member should seek
feedback from the community by working in conjunction with the staff, and
working in concert with the other Board members. Galt mentioned that there is a process to be
followed in seeking feedback. Board
members need to use a systematic approach in gathering information from the
community. Barnard added that knowing the services that the Library offers and
the relationships that the Library has developed with various organizations is
important. Kinnish noted that as she has
served on the board she has learned more about the Board process and library
services. It was agreed that informal
conversations with friends and neighbors about the Library are appropriate.
Johnson asked about how the Board could help with
the “Tourist in Your Town” program.
Barnard invited Board members to volunteer and team up with a staff
member for a 1 to 2 hour block on October 4th and 5th. Soules has signed up for Saturday
morning. Kinnish volunteered to help on
Saturday afternoon.
Soules expressed appreciation for the newspaper
coverage that the Library receives.
b. Mideastern Michigan Library
Cooperative Board Meeting Report
Soules reported that the MMLC has approved the
request for membership from Chippewa River District Library, the Pere Marquette
District Library and the Coleman Library.
Residents from these other districts do have to apply for a library card
from the Grace A. Dow Memorial Library.
In other business, the Genesee District Library will
continue to provide the Talking Book Center to their patrons.
Soules reviewed the 2008 Summer Reading statistics
chart provided by MMLC, noting the level of participation of the Grace A. Dow
Memorial Library. The Cooperative does
not pay for the summer performers but Cooperative staff does schedule the dates
and times for member libraries.
With the current director retiring in June of 2009,
MMLC has begun the search for a replacement.
Soules reviewed the MMLC Plan of Service. The Board can vote to approve it now or delay
action until the next meeting. Two-thirds
Board approval is needed. Neher asked if
Soules approved of the plan. Soules
answered affirmatively.
Brink moved approval, Galt seconded. Motion passed.
c. Library Board Annual Report
Committee
The draft of the
report provided in each Board packet was reviewed. The Board members agreed to drop the listing
of the 2008-09 goals and revise the last sentence to indicate that they are
looking forward to acting upon new goals. Galt moved approval, Kinnish
seconded. Motion passed. The 2007-08 Annual Report will be sent to City Council.
Soules thanked
Galt, Kinnish and Neher for their work on the Annual Report.
d. Library Board Goals
Soules began the
discussion about the goals by suggesting that the Board review each one
individually.
Goal 1: Advise library staff and evaluate processes
and procedures related to technology use and instruction at the library.
Barnard asked
for clarification on “evaluating processes and procedures.” Neher interpreted the goal as a way to
address the public comments received about computer services with suggestions
from the Board. It was decided to change
the word “advise” to “suggest”. The revised goal reads: Make suggestions to
library staff on processes and procedures related to technology use and
instruction at the library.
Goal 2: Participate in the review of the Library’s
Mission Statement and development of a strategic plan.
No change was
suggested for this goal.
Goal 3: Participate in the City of Midland Community Roundtable
discussions regarding city services, including the services of the library, to
provide input in identifying city budget priorities for the fiscal year
2009-2010.
No change in
this goal. Several Board members will be
participating in the October roundtable discussions.
Goal 4: Suggest innovative marketing strategies to
communicate library services and programs to the community.
No change in
this goal.
Goal 5: Seek dialog/feedback from the community to
determine needs through solicited comments.
Since this goal
is an ongoing responsibility of the Board, it was suggested that it be
dropped.
Galt, in
referring to the City Council Goal of economic sustainability, suggested a
Board goal of fostering business success and skill development. Barnard interjected that the Library does
hold small business seminars in conjunction with Delta College and provides a
variety of resources for business owners including business plans in eBook
format. Soules expressed her concern
about keeping the number of goals manageable.
The goal addressing marketing may include services to specific
audiences. Barnard suggested that the
City Council’s goals could be tied into the strategic plan.
Brink moved to
accept the Board’s 2008-2009 Goals as revised, Kinnish seconded. Motion passed.
Barnard mentioned that the Annual Report is posted on the Library’s
website and the Board goals could be as well.
It was agreed to post the goals on the website.
VIII.
New Business
a. Library 2007-2008
Statistical Report
Barnard distributed and reviewed the statistical report. Total circulation is the highest it has been
in four years. Other areas with
increases included: reference questions, program attendance and database
usage. The decrease in the gate count
does not correlate with the increases in usage.
The equipment used to count at the door is not precise but does give an
estimate of the traffic.
Library expenditures increased in 2007-08 due to building and staff
costs. With the budget reductions made
in this year’s budget, expenditures for 2008-2009 should be flat.
Soules asked if this report goes to City Council. Barnard responded that some of this
information will be included in the Library section of the City’s Annual Budget
document.
IX. Board Announcements
Kinnish announced that the Books ‘n Bites Book Discussion
Program would be meeting Thursday, September 18 at 7 p.m. at the Library. She encouraged all to attend.
X. Adjournment
Brink moved to adjourn. Johnson seconded. Motion passed. Meeting adjourned at
8:56 p.m.