Grace A. Dow Memorial Library

Library Board


Wednesday, April 16, 2014, 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 Brinks, Michael Burhans, Lucille Cronin, Sarah Galt, Laura Peterson, Debra Hayes, Steve Markey

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


   II.                        Acceptance of February 19, 2014 Meeting Minutes

It was noted in the third paragraph of Item X that Galt’s name was misspelled.  In the same paragraph, second sentence, it was suggested by Galt that the word “responded” be replaced with “confirmed.”  Motion made by Peterson to accept minutes as corrected, seconded by Brinks.  Motion approved.


 III.                        Additions or Changes to the Agenda



IV.                        Public Comments



   V.                        Directors Report

Barnard called attention to the following library closing dates:  Good Friday, April 18th; Easter, April 20th; Memorial Day, May 26th; and Sundays beginning May 25th until September 7th.


Copies of the Midland Daily insert on the library and the renovations were distributed to Board members.  Ron Beacom noted the support of organizations and businesses purchasing ads in the insert.  


The Open House scheduled for April 13th was cancelled because of the passing of Ranny Riecker, President of The Herbert H. and Grace A. Dow Foundation.  It will be rescheduled at a later date.


Library Happenings 2014 is winding down.  The National Library Week Tea was held April 16th with Tawny Ryan Nelb highlighting the life of Grace A. Dow and her relationship to the library.  MCTV taped the lecture and it will be aired at a later date. Barnard will email Board members dates and times of the broadcast.  The Writers Workshop on April 23rd is full.


World Book Night is April 23rd.  Board members volunteering to help in distributing books to selected non-profit organizations will meet on the library mezzanine at 5:30 p.m.


Mango Day is April 21st with programs throughout the day in both the Youth and Adult Services.  Mango is an online resource for learning languages.


The Summer Reading Program flyer was distributed to Board members and will be available in the library and online.  The Summer Kick Off Day is moved to the backup date of June 19th due to the addition of June 12th to the Midland Public Schools calendar.   The Summer Reading Program will also be advertised in a Midland Daily News wrapper. 


Galt noted that the two employees leaving the Youth Services Department will be missed.  Others echoed the same sentiment.


Beacom reported that the city’s news program, City in 15, has highlighted the renovation and in May will focus on the new self checkout system.  The renovation of the library has also been reported in the “At Your Service” city newsletter which is published periodically.


VI.                        Patron Comments and Suggestions

                  SIGNED COMMENTS:

1.      The new foyer is beautiful.  My concern is holding my books while standing in line waiting to be checked out.  I need a place to put the books down while waiting.  Suggestions?  (I’m not supposed to lift very heavy things.)

Patrons may place books on the lower checkout counter or use the baskets       while waiting in line.


1.      Why in the name of all that’s Holy, did you not put angled parking for the one-way sections of the parking lot?  Half the idiots take two spaces doing it anyway, and it irritates me.

This has been researched in the past and shown that angle parking significantly reduces the number of spaces available.

2.      I’m in here often and the people at the Reference Desk do a wonderful job of looking after and assisting patrons.  Kudos to each of them.


VII.                        Library Board Appointments

Cronin and Markey have been re-appointed by City Council to new three-year terms beginning July 1, 2014.


VIII.                        Library Renovations Update

Barnard reviewed the status of the renovation.  The new air conditioning equipment will be turned on soon.  Staff continues to encode library materials.  The self checkout system will be up and running soon.


The new lounge furniture has been well received by patrons with the new booths in the reference area proving to be quite popular.  Beacom noted that the white chairs in the lobby are being used regularly.  Cronin observed that the white chairs won’t fade, the look is not drab and gray, and the color selection is very lively.  Hayes commented that the lobby looks larger and more welcoming. 


IX.                        Mideastern Michigan Library Cooperative Report

Cronin reported that while there was no scheduled meeting of the cooperative, there have been weekly phone conference calls about the upcoming trip to Washington.  In May there is a joint lunch meeting of the cooperative board and advisory board.  Members of the Library Board are invited to attend but must RSVP by May 5th.  Barnard distributed information about the meeting.


  X.                        Library Board Annual Report Committee

Cronin, Hayes and Peterson volunteered to draft the annual report for review by the Board at the August meeting.


XI.                        Nominations Committee for 2014-2015 Officers

Galt volunteered to present a slate of officers at the June Board meeting for the offices of Chairman and Vice-chairman.


XII.                        City of Midland 2014-2015 Budget

The City of Midland Budget Schedule was presented by Barnard. The proposed budget is available on the city’s website and a print copy of the proposed budget is available at the library.  The annual budget review program is being shown on MGTV.


Barnard explained that the library budget for 2014-2015 is flat with the exception of increases in personnel and utilities.  Utility savings are anticipated with the heating and cooling improvements but until there is experience with the system the amounts were not adjusted.


City departments prepared projected budgets for 2015-2016 and 2016-2017 to identify items needed in the future.  Barnard highlighted a capital outlay amount in 2016-2017 of $80,000 for future roof replacement.


Cronin questioned and Barnard confirmed that no issues are anticipated with the funding for the library.  In response to an inquiry by Galt, Barnard responded that the same number of staff is included in the 2014-2015 budget.


Galt noted steady decreases in revenues under library services.  The decrease is due to lost revenue from penal fines received from the county.  Additionally, DVD rentals are going down.  The renovation has had some impact on revenues this year.  Although there is an increase in state aid, it is not enough to offset the penal fine reductions.


XIII.                        Strategic Plan Update

Barnard presented the goals and action plans for the 2014 plan as developed by the Strategic Plan Team and supervisors.   The core values developed during the process were distributed to the Board.


The Board brainstormed ideas for 2014-2015 Board goals:

Volunteer to assist at community events

Provide input on developing volunteer opportunities

Develop a list of community library advocates who can speak or write on behalf of the library

Work on a campaign to increase the number of library card holders

Distribute flyers about the library to locations in the city/county

Volunteer at a book giveaway day or to loan books at events

Be present at Parent Nights at school

Assist with implementing core values with staff

Ask library supervisors how the Board can help with goal attainment


Barnard will develop a goal plan for the Board based on the suggestions.


XIV.                        Announcements



XV.                        Adjournment

Brink moved to adjourn.  Peterson seconded.  Motion carried.  Meeting adjourned at 8:08 p.m.  Next meeting date is June 18, 2014.