Grace A. Dow Memorial Library

Library Board Minutes

Wednesday, June 16, 2004

City Hall Council Chambers


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


PRESENT: Melissa Barnard, Stu Bush, Eric Gardner, Ann Heard, Cherie Hutter, Judy Stein, Harvey Steinberg


ALSO PRESENT: Virginia McKane, Assistant Director; Lauren Phillips, Midland Daily News; Greg Wasserman, Midland Issues


II. Acceptance of Minutes


The minutes of the May 19, 2004 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


From her written report, Barnard pointed out that the library will be closed Monday, July 5, in observance of July 4th holiday, as well as Thursday, August 19, for staff training and preparation for the upgraded automation system.


McKane updated the Board on the library's Summer Reading Program. The first program, presented by the Acting Up Theatre Company, was attended by 242 people.


Hutter complimented Barnard on the layout of the statistics. Barnard will be providing new statistics next month.


VI. Patron Compliments and Concerns


Barnard read and discussed each compliment and concern received in the last month. The unsigned comment received stating that the library is a propaganda machine for upper class ultra conservative rabid Republicans generated response from the Board members. Gardner responded that patrons can request that the library consider purchase of any material not currently owned by the library. Board members indicated that signed comments or more specific information/examples are more effective in addressing specific concerns. Patrons can also email comments to Board members.


VII. New Business


a. Coffee Bar

Barnard reported that progress on the coffee bar is being made. The Arnold Center has proposed the following hours of operation once the coffee bar opens: Monday-Friday, 9 a.m. to 7 p.m.; Saturday, 10 a.m. to 2 p.m.; and Sunday, 1 to 4 p.m. These hours may be adjusted as needed. We are projecting the coffee bar to open in July, with a grand opening in August or September. Barnard will be looking to the Board for assistance in the grand opening.


b. Board/Community Communications

Barnard reported that the "News from the Board" section on the library's website has been updated to give the latest information about the coffee bar and the Board's two newest members.


c. Board Annual Report Committee

Hutter gave an overview of the Board's annual report to City Council and distributed a draft for the Board to review. The Board will approve the report and set a date to present to Council at the July meeting.


d. State Librarian Excellence Award

The committee of Gardner, Heard, and Stein will be soliciting letters of support from members of the community to recommend the library for the State Librarian Excellence Award. Suggested names from the Board are welcome. The committee is considering topics to highlight in the report: coffee bar, teen area, 25th anniversary of Battle of the Books. Last year's winner of the Excellence Award showed a great deal of growth over time. The deadline for submitting nominations is September.


VIII. New Business


a. Nominations and Elections for Board Officers, 2004/2005

Hutter and Stein volunteered to be the nomination committee and will come to the July meeting with a slate of officers for 2004/2005.


b. Mideastern Michigan Library Cooperative Delivery Service

Barnard reported that Grace A. Dow Memorial Library will be participating in the new statewide delivery service beginning July 1. We will be able to send and receive books from all libraries that participate in the delivery service at a reasonable cost, with turnover of no more than two days.


Beginning October 1, Mideastern Michigan Library Cooperative will pay for all five days of deliveries; previously the Cooperative paid for only two days.


Steinberg asked when the statewide access database will be available. Barnard responded that libraries will begin submitting their catalogs in July with access projected to start in January. Valley Library Consortium will be participating but no timeline is available.


c. Library Teen Area

The Friends of the Library reviewed concept drawings of the Teen Room at their June 2, 2004 Board meeting. The estimated cost for the total project is $155,000. The Friends Board voted to fund the project, not to exceed $170,000.


On June 14, City Council approved a resolution to accept the donation from the Friends and have set a public hearing for July 12. Staff will work with Dow-Howell-Gilmore-Associates, Inc to prepare the bid. Awarding the bid will require another resolution to City Council.


McKane shared the concept drawings with the Board. Gardner moved that the Board send the Friends of the Library Board sincere thanks for this project. Heard said she will advertise and promote the Teen Room at the high schools.


IX. Board Comments


Stein also applauded the Friends for providing books to all kindergarten students in Midland schools, over the last several years.


This being his last meeting, Steinberg thanked Barnard, the library staff, and fellow Board members for the support over the years. Steinberg has been actively involved in the library the past 20 years, starting with the Friends of the Library.


X. Adjournment


The meeting of the Library Board adjourned at 8:25 p.m. The next meeting of the Library Board is scheduled for Wednesday, July 21, 2004 at 7 p.m. in Council Chambers at City Hall.