Lewis & Clark Library Board of Trustees Meeting Lewis & Clark Library Augusta Branch August 16, 2016 MINUTES

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1 Lewis & Clark Library Board of Trustees Meeting Lewis & Clark Library Augusta Branch August 16, 2016 MINUTES BOARD MEMBERS: Jesse Franzen, Helen McCaffrey, Niki Whearty, Ron Waterman. STAFF MEMBERS: John Finn, Patricia Sternberg, Holly Herring Augusta Branch Manager. OTHERS PRESENT: None. Chair McCaffrey called the meeting to order at 1:05 p.m. Trustee Schramm excused. Whearty read the Board Mission Statement. McCaffrey noted that the Executive Session Library Director s Mid- Probation Review has been moved to next month s agenda. STAFF REPORT Augusta Branch Librarian, Holly Herring. Herring noted that the Augusta interior refresh is almost done. She expects the landscaping for the back area to start in late August. Her summer reading programs went very well with good attendance. She has established some new partners with the Augusta After School program and a new daycare. Herring has started attending the Chamber of Commerce and they have decided to start meeting at the Library. She is looking forward to the fall season and The Big Read, teen nights, and program partnering with the schools. The Trustees appreciated things overheard at the Library and noted that the Augusta branch is right on track with usage statistics. Whearty asked about the adult book club. Herring recently received a grant to purchase books for her adult book club. Board members thanked Herring for hosting the meeting at the Augusta Library. 1) CONSENT ITEMS Lewis & Clark Library Board of Trustees Minutes of the August 16, 2016 meeting Page 1

2 Waterman/Franzen moved that the Lewis & Clark Library Board of Trustees approve the Consent Items as presented. A. Minutes June There was discussion of the laptop that was taken by a patron. The patron is in collections until the laptop is returned or paid for. Finn noted that the Library would be moving forward with a future plan to allow patrons to check laptops out of the Library. B. Service Report June Franzen appreciated the consistent growth in use of Eaudio and Ebooks. He also noted the self-check statistics at 45% of the checkouts in Helena. Finn would like to see that statistic at 60%. Finn noted that patrons can now pay fines at the self-checks and the Library is also taking online credit card payments as well. Discussion of the EBSCO databases ensued. Finn explained that the State Library will no longer be supporting EBSCO databases for libraries and that the Library is researching other affordable database packages for the patrons. Service Report July The Library is no longer collecting statistics for directional questions from patrons. Directional questions were previously included in Materials Used In-House and current statistics reflect that change. Discussion of statistical trends, which statistics the State Library requires, and the value of the statistics the Library is collecting ensued. McCaffrey requested that Finn line out the trend on Total Transactions. Waterman noted that it would be interesting to see how the Library statistics compare to other libraries of our size within the state and nationally. Finn would like to share other interesting statistics with the Board using an infographic page. Determining the type and use of statistics gathered could be a part of the upcoming Strategic Planning process. Service Report Fiscal Year Finn highlighted some of the statistics from this report at the full staff meeting last Friday. Attendance at the Main Branch in October, November and December was affected by the roof replacement project. Franzen noted the column heading Percent Difference should be the difference between 2016 and Discussion of what constitutes Outreach and how that statistic is gathered ensued. Lewis & Clark Library Board of Trustees Minutes of the August 16, 2016 meeting Page 2

3 C. Financial Report June Sternberg distributed a modified June 2016 financial report. She explained that there had been some confusion about how the County reports the Library income and how that would affect the Library going to real time accounting this fiscal year. Whearty expressed concern that the funds budgeted for Continuing Education this year are adequate. Waterman would like to see the facilities project line item reflect that the Library has properly planned to use depreciation funds to cover those large building projects. He believes the current financials reflect poor planning on the part of the Library. Sternberg will research a way to include the proposed use of depreciation funds to offset large facility projects in the financial report. D. General Ledger June Whearty noted the expense for replacement of staff computers. She expressed a desire that close attention be paid to directing an appropriate amount of money towards meeting patron needs for hardware and technology. Finn explained that the Systems Manager has a technology plan for replacing and upgrading technology throughout the Library system. Finn also explained the charges for licensing from Bibliotecha and the charge for Iguana - an upgrade to the Library catalog system. General Ledger July Whearty appreciated the Library s commitment to professional memberships and associations for all key staff. Finn will bring MLA registration forms for the Board members to the next meeting. E. Personnel Report June and July Finn explained the personnel changes in June and July. 2) NEW BUSINESS A. Annual Conflict of Interest Statement Lewis & Clark Board Members. Finn distributed the Conflict of Interest statement to Trustees for their signatures. Lewis & Clark Library Board of Trustees Minutes of the August 16, 2016 meeting Page 3

4 B. Transfer of Funds to the Depreciation Reserve Account Finn explained that use of funds in the Depreciation Reserve Account is restricted to Capital Outlay projects. Waterman/Franzen moved that the Lewis & Clark Library Board of Trustees approve the transfer of $500,000 from the Lewis & Clark Library Fund Balance Unrestricted to the Lewis & Clark Library Depreciation Reserve Fund. C. Lost Card Charges Discussion moved under Unfinished Business Final Budget. 3) UNFINISHED BUSINESS A. FY2017 Final Budget Finn addressed the Lost Card Charges line item. The Library is in the process of changing the way people sign up to use the Library computers. Currently they need to make a reservation using their library card or a guest pass. To encourage people to get or replace their library card, Finn is requesting that the Board approve free library card replacements. Discussion ensued. The cost to the Library to replace a card is minimal and the income received is small compared to the overall budget. Franzen noted that it is a small change that will facilitate easier patron use of the Library. Waterman/Whearty moved that the Lewis & Clark Library Board of Trustees approve the change in procedure for charging to replace lost library cards and approve the deletion of the income line item for Lost Card transactions in the Lewis & Clark Library budget. Finn discussed minor changes to the final budget since the last Board review. He noted that all expenditure and income predictions for the FY2017 budget are conservative. Finn noted that the Library expenditure percentages for Operations, Personnel, Materials, Capital Outlay and Grants are comparable to other libraries. Discussion of the new Ebook/Eaudio program Axis360 ensued. The Board appreciated all the Lewis & Clark Library Board of Trustees Minutes of the August 16, 2016 meeting Page 4

5 work Collection Management Librarian Ritten did to get this new program in place. Franzen/Waterman moved that the Lewis & Clark Library Board of Trustees approve the FY2017 Final Budget as amended. B. Helena Main Library Solar Array Project Finn explained that the Library did receive a $33,000 grant award to complete the solar project. He is working on finalizing the Request for Proposal and hopes to have bids from contractors by the middle of September. Preference will be given to proposals that promise completion of the project by the end of December This project should have minimal impact on Library patron parking. Energy savings of 15% are predicted once the project is complete. 4) DIRECTORS COMMENTS The East Helena Branch Library Friends group is applying for 501C3 status. Finn and Stevens have been working with the group to facilitate this change. Finn went to his first EHB Friends meeting in July and they offered to change their meeting dates so that he can attend regularly. The Big Read planning is in full swing. Finn shared The Big Read calendar of events with the Board. There are 82 planned programs during September and October. Book distribution to the public will begin tomorrow. The Foundation held a Strategic Planning meeting on July 21 st. They are very interested in learning more about libraries in general and Lewis & Clark Library in particular. They would like to have Library staff members come to their meetings to explain what they do and they would like to have mini-tours of the inner workings of the Library. Baseball Night for the Library is Tuesday September 6 th. The Foundation and the Library will sponsor admission for staff and Board members at the 3 rd baseline picnic area. Admission includes entry, food and nonalcoholic beverages. The game starts at 7:05 p.m. RSVP to Finn and let him know if you have any special dietary restrictions. Family and friends are welcome for the cost of admission - $15. For security reasons, the Library is keeping the staff door on Park Ave. locked at all times. This is the second week of the new procedure. Lewis & Clark Library Board of Trustees Minutes of the August 16, 2016 meeting Page 5

6 Finn presented a draft of new procedures for finding a lost child or a lost caregiver in the Library at the all staff meeting in August. The management team will work out the details of the new procedure. Billings Library Director Bill Cochrane has retired. Finn and State-wide Library Resources Director Tracy Cook attended the retirement party in Billings. The DIVE bakery coffee shop will be closing their coffee kiosk in the Library lobby. Their last day will be August 31 st. The owner is currently advertising for a new coffee kiosk owner. The Board will need to approve the next tenant. The Lewis & Clark Board of County Commissioners is offering general Board leadership training on August 23 rd at 1 p.m. at the City County building. Finn will RSVP for interested trustees. 5) COMMITTEE REPORTS Executive session for the Director mid-probation evaluation has been moved to the September Board meeting. 6) COMMENTS FROM TRUSTEES Whearty asked about continuing training for trustees. She asked about assistance for trustees to get voluntary certification. Finn will work with her on certification. Franzen thanked the staff for all the work they do. Board members thanked Augusta Branch manger Herring for hosting the meeting and for all the wonderful work she is doing for her community. 7) COMMENTS FROM OTHERS 8) WRAP UP The September Board meeting will be September 20, 2016 at 5:00 p.m. at the Main Branch of the Lewis & Clark Library. 9) ADJOURN The meeting adjourned at 3:25 p.m. Helen McCaffrey, Chair Helen McCaffrey, Chair August 16, 2016 Lewis & Clark Library Board of Trustees Minutes of the August 16, 2016 meeting Page 6

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