Grace A. Dow Memorial Library

Library Board


Wednesday, April 20, 2011 7 p.m.

City Hall Council Chambers



      I.                        Roll Call

Johnson called the meeting to order at 7:00 p.m.


PRESENT: Melissa Barnard, Michael Burhans, Tami Johnson, Laura Peterson, Suzanne Phillips, Marilyn Soules


ABSENT:  Maxine Brink, Sarah Galt


ALSO PRESENT: Wendy Shields, Technical Secretary; Virginia McKane, Assistant Director, Stephanie Williams, Kaitlyn Mercy, Grace Pruett, Sara Terwillegar, Mrs. Pruett, Mrs. Terwillegar, and Mr. and Mrs. Mercy


   II.                        Acceptance of February 16, 2011 Meeting Minutes

Motion to accept minutes made by Burhans, seconded by Peterson.  Motion approved.


 III.                        Additions or Changes to the Agenda



IV.                        Public Comments



   V.                        Presentation on Programs and Services for Teens

In addressing the Board goal to increase awareness of the library, Barnard arranged for three officers of the Teen Advisory Board to give a presentation.   Stephanie Williams introduced Sara Terwillegar, Grace Pruett and Kaitlyn Mercy who gave an overview of the library’s programs and services for teens.


VI.                        Director’s Report

Barnard announced that as of July 5th, date due stamps will no longer be available and new materials will not have date due stickers on them.  This decision is in response to patron frustration in reading descriptions of materials on the back cover.  The date due sticker can cover a significant amount of that text.  This change in procedure is explained in the May/June edition of the Library Connection.  Phillips asked if date due stickers on current materials would be removed.  Barnard responded that only new materials would not have the sticker on them.  There are still several ways to be aware of the date materials are due, these include:  phone notification, accessing patron account on the internet, paper receipt received at checkout and e-mail notification.


Barnard mentioned that the Library will be closed Friday, April 22nd and Sunday, April 24th for the Easter holiday.


Barnard also announced that the Joint Mideastern Michigan Library Cooperative Board/Advisory Council Annual Meeting is scheduled for Thursday, May 12th, 5:00 p.m., at the Baker College Flint Campus.  Soules added that this is a dinner meeting with a speaker. 


Johnson asked about the Summer Reading Program.  Barnard responded that the May/June Library Connection will have information about all of the programs coming this summer.


VII.                        Patron Compliments and Concerns


1.      Have we changed the rules on talking and cell phones ringing off the hook, can’t even think anymore.

Patrons should report disruptive cell phone use to the librarians.  Notices have been attached to the computer monitors instructing users to put phones on vibrate and conduct necessary conversations quietly.

2.      Great service again from the Children’s section.

3.      Please have applicants for library cards etc., fill out forms at the reference desk.

The Check Out desk is staffed at all times.  Reference staff must leave their desk area to assist patrons.  Staff has initiated a shortcut procedure for library card applications that will address the time issue.

4.      Transform a room into a “studying” nook.

There is no room available.

5.      We use this library regularly and have always received quick, professional service.  Our community is well serviced by the volunteers and employees of Grace Dow Library.


1.      I really think you should call when a book is one day overdue instead of when there is a fine due.  This would take care of a lot of fines.  Sometimes you forget or you missed a book.  Maybe a reminder the day before either inform on an e-mail or a phone call.

Patrons who provide an email address will receive pre-overdue notification three days before the materials are due.

2.      This is the loudest library I have ever been in.  Patrons are loud and disruptive (tutoring, cell phones, etc).  Employees freely talk throughout the building, especially near the office in the mezzanine.  Maintenance man has radio turned up.  Ringer on phones at reference desk should not be heard throughout.  No enforcement.  Complete disrespect on every level.  Clearly not the library I remember as a child.  Local coffee shops are more conducive to reading.

The library does provide quiet areas in the magazine reading room and along the windows behind the non fiction collection.


VIII.                        Old Business

 a.   Board/Community Communications

Soules shared that she participated in the Midland Artists Guild exhibit on the Mezzanine in March and heard good feedback on the event.  Soules also attended the National Library Week Tea and commented that she enjoyed the event.


                   b. Mid-Michigan Library Cooperative Report

                                    Soules reported that the MMLC Board’s main focus is the state’s budget and its impact on libraries. 


c.    Library Board Goals Committee Reports

Goal 1:  Phillips reported that the committee is waiting for the new census data to become available.


Goal 3:  Johnson reported that the Library of the Year nomination had been  submitted to the Library Journal.  Included in the nomination packet were letters of support, the “I Love My Library” award company press release, Midland Daily News newspaper articles, the 2011 Happenings flyer and a cover with a collage of photos.  The Library Journal will announce the winner at the American Library Association’s Annual Conference in June. 


d.    Expiring Board Terms:  Soules and Johnson

Soules and Johnson announced that they will not renew their board terms.  Both encouraged interested people to apply to the board.


IX.                        New Business

a.       New Board Member Appointment Process

There are two citizen at large positions on the available on the Library Board.  Interested persons must be City of Midland residents.  Terms expire 6/30/2014.  Applications are available on the City’s website or at the library.  Applications will be accepted at City Hall until 5 p.m. on Friday, May 6th, 2011.


                   b. Library Board Annual Report Committee

                        Peterson and Burhans agreed to serve on the Annual Report Committee.


 c.   2011-2012 Library Budget

                        Barnard reviewed the budget schedule.  The City’s proposed budget includes a .85

millage increase.  Reductions have been made throughout City departments.  The

Library’s proposed budget eliminates the Assistant Director position when it is

vacated due to retirement.  Participation in the high school student co-op program

would be suspended.  There would be a $20,000 reduction in the materials budget as

well as a $4,000 reduction in the programming budget.  There would be no staff lay-

offs and no reduction in library hours.  These reductions would keep the library’s

budget flat from 2010-11 to 2011-2012.


   X.                        Board Announcements

Soules commended the staff on a wonderful Tea featuring Gary Skory, Director of the Midland County Historical Society, presenting a preview to the upcoming “Voices” exhibit at the Doan History Center.



XI.                        Adjournment

Soules moved to adjourn.  Phillips seconded.  Motion approved.  Meeting adjourned at

7:57 p.m.