Grace A. Dow Memorial Library

Library Board Minutes

Wednesday, May 19, 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; John Palen, Midland Issues; Valerie Albers, Danielle Kapala, and Amanda Krause, students from Midland High School


II. Acceptance of Minutes


The minutes of the April 21, 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


Barnard followed up on a question Gardner asked at the April meeting about the status of Board member Joe DuFort. A letter has been received from the Township Board stating that DuFort no longer represents townships on the Library Board.


Barnard updated the Board on the library's upgrade to the automated system Horizons. The system is scheduled to go live in late August. The library will close for one day to prepare for opening day with the new system.


Barnard mentioned that the Midland Blooms project will take place Saturday morning, May 22, and invited the Board to join the library team of volunteers in the planting of flowers along Eastman Road.


McKane gave an overview of the programs scheduled as part of the library's summer reading program, based on the Lewis and Clark Expedition theme. Again this year, the library will have calendar clings listing all programs planned for the summer.


VI. Patron Compliments and Concerns


Barnard read and discussed each compliment and concern received in the last month.


VII. Old Business


a. Coffee Bar

Barnard reported that work on the coffee bar will begin Thursday morning. The tables and chairs have been received. Dow-Howell-Gilmore-Associates Inc are working with a sign company to use the "Cup and Chaucer" name and come up with an appropriate sign; Barnard expects to see samples this week.


b. Board/Community Communications

Barnard said the coffee bar update will be added to the "News from the Board" section of the library's website.


Stein suggested having a picture taken of the Library Board members for the Library Connection. Barnard said the Library Connection will include information about the new Library Board members.


c. Board Annual Report Committee

The committee, consisting of Bush, Hutter, and Stein, met last week. A draft report in final form will be made available at the June meeting.


d. State Librarian Excellence Award

Gardner, Heard, and Stein volunteered to be part of this committee. Steinberg said we learned from our last application that a single event in the library would be best. Gardner suggested that the library take a lot of pictures during the coffee bar construction process.


VIII. New Business

a. City Council Appointments

Barnard reported that Dr. Fred Johnson has been appointed to fill the at-large position to replace Harvey Steinberg, whose term is up June 30. The new Township representative will be Maxine Brink, who has been the Mills Township clerk for 30 years. These terms run from July, 2004 through June, 2007.


b. Library Budget 2004/2005

Barnard reported that City Council approved the 2004/2005 budget with no changes to the proposed library budget. We will be able to install new rubber stair treads, replace the three public copiers, purchase a CD scratch removal machine, purchase a new vacuum cleaner, and purchase new computer workstations, along with three new public computers dedicated to online catalog access and public computer management software.


Barnard said she is pleased with the budget and is looking forward to a successful new budget year.


IX. Board Comments


Hutter passed along a concern she received about placing holds on new fiction books. It appears that other libraries get their books on the shelves before we do. Barnard responded that we have a standing order with Brodart for best-sellers. Because we are automatically getting the best-sellers, we cannot have them listed in the system as "on order." If we didn't have these books on standing order, it would create another step for our staff. The processing staff places a high priority on these high-demand books items are usually out on the shelves within 24 hours after we receive them.


Stein inquired about the status of the Reed Grant money. Barnard responded that we have ordered books and videos with the money and have received some of them. The Grant also allows the Co-op to hold a certain number of workshops at the member libraries. We will have a job seekers workshop here on August 28. Two library staff members are attending workshops designed for staff on how the libraries can make employment information more available to the public.


X. Adjournment


The meeting of the Library Board adjourned at 7:45 p.m. The next meeting of the Library Board is scheduled for Wednesday, June 16, 2004 at 7 p.m. in Council Chambers at City Hall.