TREMONTON CITY LIBRARY BOARD MEETING January 18, 2012 Members Present: Kim Griffiths, Library Director Diana Doutre, City Council Rep. Jean Humpherys, Chairperson Daniel Francom, Vice Chair Brandy Greer, Secretary Julie Stokes Kay Weaver Rosa Gonzales Abby Payne, Tremonton City Youth Council Rep. Kelli Shimek, Library Secretary Members Excused: Marilee Tueller The meeting was called to order by Chairperson Jean Humpherys at 7:02 p.m. The meeting was held in the Tremonton City Library Meeting Room at 210 North, Tremont Street, Tremonton, Utah. Those in attendance were Library Director Kim Griffiths, City Council Representative Diana Doutre, Chairperson Jean Humpherys, Vice Chairperson Daniel Francom, Secretary Brandy Greer, Board Members: Julie Stokes, Kay Weaver, and Rosa Gonzales, Youth Council Representative Abby Payne, and Library Secretary Kelli Shimek. 1. Welcome Chairperson Jean Humpherys welcomed everyone. A special welcome was extended to Abby Payne from the Tremonton City Youth Council. 2. Approval of agenda Kay Weaver made a motion to approve the January 18, 2012 Agenda. Daniel Francom seconded the motion. Vote: City Council Representative Doutre aye, Chairperson Humpherys aye, Vice Chairperson Francom aye, Board Secretary Greer aye, Board Member Stokes aye, Board Member Weaver aye, Board Member Gonzales aye. The motion carried. 3. Approval of minutes from the October 19, 2011 Board Meeting Julie Stokes motioned to approve the minutes from the October 19, 2011 Board Meeting. Kay Weaver seconded the motion. Vote: City Council Representative Doutre aye, Chairperson Humpherys aye, Vice Chairperson Francom aye, Board Secretary Greer aye, Board Member Stokes aye, Board Member Weaver aye, Board Member Gonzales aye. The motion carried. 4. Unfinished Business 1
a. Discuss and distribute the finalized copy of the Strategic Plan The cover letter was noticed as the latest addition to the packet. Everyone was thanked for their time and efforts in putting it together. Library Director Kim Griffiths and Vice Chairperson Daniel Francom were thanked especially for getting the project started and putting the finishing touches on it. Everyone was asked to file their copy in their records. b. Discuss and review the Collection Development policy Copies of the policy were handed out to those that didn t receive one at the last meeting. In October s meeting the Collection Development policy was voted on because it hadn t previously been dated. During this meeting a few needed changes were discussed. One item needing revision was the description of where books are taken after they have been weeded. This includes the process of donating them to the Friends of the Library for fundraising sales. The wording in the Gifts of Donated Materials section also needs to be revised. Some of the Books on Tape that have been weeded are waiting to be sent to the Senior Center. More shelving is needed first. It was mentioned by Vice Chairperson Daniel Francom that the library might be able to obtain some shelves from the Fielding Elementary School as a donation. Members of the Board were asked to go through the policy and see if they had any other suggestions for needed changes. It will be placed on the April agenda for further work. c. Discuss and distribute Printer Fee Schedule and the possible need for a policy City Council Representative Diana Doutre wasn t sure if the Board needed a policy written for posted printer prices. The prices are the same throughout the entire city. Board Secretary Brandy Greer had a concern that patrons would take advantage of the noted statement that City staff may elect to waive the fee at their discretion. Library Director Kim Griffiths explained that the library staff knows that that is only valid when in connection with proctoring of tests and quizzes or other specific school reasons and in job searching like the faxing of resumes. The fax prices were mentioned. The form doesn t note that the price is per page. That will need to be fixed. Members of the Board were curious as to how much interest there actually is in faxing. Library Director Kim Griffiths reported that it is brought up almost daily. d. Discuss possible new board members and current members term renewals Marilee Tueller has resigned as a Board Member. Her letter of resignation was read. She will be missed. Her work and experience were greatly appreciated. 2
5. New Business Chairperson Jean Humpherys noted that the state recommends having 7-9 Board Members. It would be better for the Board to stay at full capacity so it can run smoothly. Board Secretary Brandy Greer presented the name of Bob Payne as a Board Member. He is an accountant and would be an asset on the Board. Daniel Francom presented Troy Quinlan. Both men have agreed to join and the Board believes that both will work great. Kim Griffiths will submit their names and they will be presented to Tremonton City Council at their next meeting. The Board Members were reminded to keep track of when their terms are up. Those who will soon finish their first term were asked to think about renewing and doing a second term. Their experience is very valuable. It was noted that those who took over someone else s term can serve two terms of their own without having to wait the required year. a. Discuss Beat the Librarian reading contest and donations/participation The Beat the Librarian contest will be held during Children s Book Week. This year that falls on May 7-13. Librarians and Board Members who wish to participate will pick a prize that is approximately $20. They will be spread out between different age groups. The children that read more than the Librarian or Board Member and get the most pages out of all in their group will receive the prize. Last year some children were upset because they beat the librarian, but not the other kids. Hopefully with more adults participating we will be able to give out more prizes. The Friends of the Library will need to be asked if they will fund the prizes again this year and how much the Board can value their prizes at. Board Members who said they were interested in joining were Daniel Francom, Jean Humpherys, Kay Weaver, and Brandy Greer. Others members will think about it. b. Discuss Author visits Library Director Kim Griffiths wants suggestions on some local authors that could be invited to come to the library for a book signing and spotlight. She is hoping for ideas of Authors that live in Utah, especially closer in proximity to Tremonton. A few authors were suggested. The Board was asked to think of more to present later. c. Discuss revising policy on the User agreement in connection with Facebook Facebook policy states that children under the age of thirteen cannot have an account. The Board wants the user agreement to match that. Library Director Kim Griffiths will talk with the City Attorney to go over our policy and figure out the legal writing that is needed. It will hopefully be ready by next board meeting for voting. d. Discuss Book Drive for Children s Summer Reading Program 3
The need for Children s books to give away during the Summer Reading Program is growing. Last year the local businesses were asked to donate. Nearly all of the books were given away. Library Director Kim Griffiths mentioned that there had been an idea presented to put a flyer in with the city bill asking residents to donate new or like new books for the program this year. Garland residents have expressed an interest in joining with the program so there will possibly be a flyer put in their city bill too. The Friends of the Library may also be planning on doing a Book Fair to raise money and get books for the Summer Reading Program. They are thinking about holding it in the Senior Center. e. Discuss Book Bins project Pictures depicting the book bins were passed around. Library Director Kim Griffiths explained that this project is needed to make the children s picture books more easily reachable. A majority of the picture books in that area are too high for many small kids to reach. It is Director Griffiths hope that the bins will wrap around the children's area. She also wants some of the front ones on wheels so they can be moved out of the way during activities like Story Hour. The Women s Civic league is considering a donation of money for materials to help build these bins. This project would make a good Eagle Scout project. A few names were mentioned of people that may be able to help build them. A concern was voiced about having the mural on the wall exposed and it looking unfinished without the shelves there. Director Griffiths is thinking that some slatted boards could be hung to display other things. Those that painted it before could possibly be asked to come and touch some of it up so that the pictures make sense. f. Discuss Electronic Meetings and the need for majority attendance at Board Meetings In the last Board Meeting a quorum wasn t present so Vice Chairperson Daniel Francom joined the meeting by phone. The Board was informed that in order to join electronically it needs to be listed in the agenda and therefore known and planned on beforehand. Because it was an emergency it was alright that one time, but in the future the board will try to plan accordingly. g. Discuss Board training requirements 6. Board Reports Members of the Board need to be trained at least every 3 years. Library Director Kim Griffiths was trying to figure out if she needed to arrange for a training session. A paper was passed out that had information about trainings that could be done online through the Utah State Library. When the Board was asked if they would rather have a class or do this on their own online the majority said they would rather do it online. 4
a. Friends of the Library No members were present at the meeting so the Board Members that have gone to sit in at their meetings reported on what they had observed. Board Secretary Brandy Greer attended a meeting in November. The Friends of the Library were discouraged about the Halloween Book Sale. It had flopped badly. The Board decided that to raise moral some better projects needed to be thought of. There was some discussion on ideas. Board Member Julie Stokes attended the January meeting. The Friends of the Library discussed how the Poinsettia sale had gone. They didn t quite reach their goal, but it was still successful. More businesses purchased than residents. The Friends of the Library will be holding their Annual Membership drive in February. The board talked about how new the Friends of the Library group is in this area. It only recently was brought back. They need a little help getting known in the community. They are also working on ways to better approach businesses for support. They meet together twice a month on the second and fourth Thursdays of the month. b. White Board for the back wall A white board for the back wall in the library has been brought up before. Chairperson Jean Humpherys let everyone know that she has some leftover board from another project that will fit perfectly. It is planned to go up soon. Many thanks to Jean. c. Ratify new library employees: Ricquelle Griffiths and Megan Hodson The board was excited to hear about the new library employees. They welcome them and are looking forward to seeing their new faces. d. Introduction of new library staff secretary, Kelli Shimek 7. Calendar Items There is a new library staff secretary. Marsha Fuhrman has asked to step down and Kelli Shimek has been asked to represent the library and take minutes of the meetings. A big thank you is sent to Marsha Fuhriman for her hard work. a. Next Library Board Meeting will be held April 18, 2012 b. Board Member visits to Friends of the Library Meetings: January: Julie Stokes, February: Diana Doutre, March: Kay Weaver, April: Julie Stokes, May: Jean Humpherys c. Fairy Tea Party: End of January-Beginning of February 5
The party has been set to be on February 11, 2012 from 2:00-4:00. It will be held at the Senior Center. It will be a mother daughter activity with the girls aging between 3 and 12. They hope lots of ladies from the Senior Center will participate also. d. Dragon Training Party: End of February? The Dragon party has been tentatively moved to be the beginning of March. It will be for Fathers and Sons. It will be for boys ages 3 to 12. It is still in planning. e. Teen Tech Week: March 4-10, 2012 f. Children s Book Week/Beat the Librarian Contest: May 7-13, 2012 g. Summer Reading Kick-Off Party: June 1, 2012 (Friday) 8. Adjournment Diana Doutre made a motion to adjourn the meeting. Daniel Francom seconded the motion. Vote: City Council Representative Doutre aye, Chairperson Humpherys aye, Vice Chairperson Francom aye, Board Secretary Greer aye, Board Member Stokes aye, Board Member Weaver aye, Board Member Gonzales aye. The motion carried. The Meeting adjourned at 8:09 p.m. The undersigned duly acting and appointed Library Director and Library Board Chairperson for the Tremonton Library Board hereby certifies that the foregoing is a true and correct copy of the minutes for the Library Board Meeting held on the above referenced date. Minutes were prepared by Kelli Shimek. Kim Griffiths Library Director Jean Humpherys Chairperson 6