Grace A. Dow Memorial Library

Library Board


Wednesday, June 19, 2013 7 p.m.

City Hall Council Chambers


      I.                        Roll Call

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


PRESENT: Melissa Barnard, Maxine Brink, Michael Burhans, Lucille Cronin, Sarah Galt, Laura Peterson


ALSO PRESENT: Ron Beacom, Manager of MCTV and Library Communications; Roberta VanHolstyn, Technical Secretary.


Absent: Steven Markey


   II.                        Acceptance of April 17, 2013 Meeting Minutes

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


 III.                        Additions or Changes to the Agenda



IV.                        Public Comments



   V.                        Directors Report

The following items were highlighted from the report:  The generosity of the Friends of the Library was noted by their donation supporting various programs in the upcoming year including Happenings 2014, as well as funds to provide equipment for a library document center for public use.  Barnard thanked the Friends for their hard work. 


Barnard presented information concerning library outreach to the children and families at Whispering Pines Housing Community. The Friends provided books from their store of materials to give to this program.  Barnard offered the Board the opportunity to volunteer on Wednesday evenings through the summer and will follow up with more information.


The Library will be closed on Thursday, July 4th in observance of Independence Day.  The library is also closed on Sundays until September 8.  Cronin mentioned she has been asked why the library is closed on Sunday before school is out.  Barnard responded that Memorial Day weekend is traditionally the beginning of summer hours, and evening and Saturday hours are still offered.


Barnard noted that the library is in line for a board position on the Mideastern Michigan Cooperative board.  Motion by Burhans, second by Galt, that Cronin be appointed to represent the Board on the Mideastern Michigan Library Cooperative.  Motion passed.


Barnard introduced Roberta VanHolstyn as new library secretary.


Cronin congratulated Stephanie Williams, Supervisor of Youth Services, on a well written article in the Midland Daily News.


VI.                        Patron Comments and Suggestions


1.      I thought this was supposed to be a library not a country club.  Next time you have a big, loud, get together, on the 2nd floor, try to have it somewhere else so it doesn’t disturb other people.  You should have a class on how to behave in a library and start with you.  Learn how to whisper.

The mezzanine is used occasionally during the year for very special library programs that cannot be accommodated in the Library Lounge.

2.      I like the library because it allows me to choose books I want to read.  I love reading.



1.      Is it possible to update the white binder’s best seller lists more frequently? . . . Both the Publisher’s Weekly and especially the NY Times list.  Thank you!

The binder is kept updated by staff.  Users may be taking the lists out and not returning them to the binder.  Staff will make modifications to encourage users to not remove the lists from the binder.

2.      I love the foreign authors especially on CDs.  Is there a way to categorize them so they would be easier to find?  For example all BBC in one section.

The arrangement of the materials matches the information on the online catalog.  Re-categorizing materials would be time consuming and not meet the needs of the majority of patrons.

3.       I would like a beginner computer class series for real beginners.

The library has offered beginner computer classes. More specific information is needed regarding this request.


VII.                        Library Board Appointments

Interviews have been conducted by the City Council Committee to fill the vacancy on the Library Board.  The name will be submitted to City Council for appointment.  The person appointed will be in attendance at the August Board meeting.


VIII.                        Library Board Annual Report Committee

Peterson reported that a draft of the Annual Report has been done and will be ready by the August meeting. The report must be approved by the September meeting then taken to City Council.


IX.                        Nominations Committee for 2013-2014 Officers

Peterson announced that Maxine Brink has agreed to serve in the office of vice-chairman of the Library Board, and Michael Burhans would again like to serve as chairman of the Library Board.  Motion by Galt, second by Cronin, that these nominations be accepted.  Motion passed.

  X.                        City of Midland 2013-2014 Budget

Barnard announced that City Council approved the city’s budget; there were no changes to the budget during the budget process. The library budget stands as submitted and the new fiscal year starts July 1st.  Galt commented that the budget was very fiscally responsible and appropriate, and congratulated Barnard on keeping the library expenses within budget.


XI.                        2012-2013 Strategic Plan


The Plan was reviewed, noting items in bold are actions that have been taken since the last review.



    Goal:  Improve appearance of physical plant

a)      Action:  Expend the $3 million grant in designated areas

                        Staff:  Work with architect and others to plan and implement

*Wigen Tincknell Meyer & Associates hired as architects of record, reviewing interior improvement projects to determine probable cost, chiller and cooling tower ordered

*Work continues on developing floor plans and preparing bid documents for hiring contractors



     Goal: Provide one-on-one interaction with program attendees

a)      Action: Welcome program attendees

Board:  Serve as greeters and, when applicable, assist with program surveys

                        *Michigan Women in the Civil War, November 8 - Cronin

                        *Eating for Health, February 13 - Cronin and Peterson

                        *Abraham Lincoln, April 25 – Cronin and Peterson


Technology/ Resources

Goal:  Address access to resources

Action:  Utilize new formats to provide online access to materials

Staff:  Explore additional and alternative downloading services.

*Reviewed Freegal music downloads, cost issue

*Sales representative presented information on HOOPLA, a video, music, and audio book download service.  Current selection and pricing model were issues.

*The Mideastern Michigan Library Cooperative provided pricing information for Zinio, an online magazine service. Funds not available.



Goal: Increase visibility in community

a)      Action:  Initiate an awareness campaign

Staff:  Utilize the campaign available through OCLC & Gates Foundation

“GEEK” campaign concluded with a special reception and distribution of World Book Night books


Beacom reviewed upcoming programs and requested volunteer hosts for the PaleoJoe program on July 16th.


Barnard noted that the Strategic Plan developed in 2009 is in need of updating.  The Board was in favor of having representatives from the Board along with staff meet with a facilitator to develop a new plan to bring back for Board input. Cronin and Galt volunteered to represent the Board on the committee.


XII.                        Announcements

Burhans commented that the YS book lists available in the library are used and much appreciated.  Galt pointed out that she uses the lists and then puts them back in the racks for others to use.  Since others may do the same, staff should not interpret number of lists left as an indicator of use.

Cronin requested a summary of the feedback from the recent surveys distributed at programs.  Beacom responded that he will provide that information.

Peterson reported that a donation from the book sale by Midland Public Schools was recently made to the Friends of the Library for their sale with proceeds used for programs in the library.  There are also books left from the sale available for donation to good causes. 


XIII.                        Adjournment

Brink moved to adjourn.  Peterson seconded.  Motion approved.  Meeting adjourned at 7:48 p.m.  Next meeting date is August 21, 2013.