Bryan-Bennett Library

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February 21, 2017

Bryan-Bennett Library

Regular Board Meeting Minutes

February 21, 2017

Call to order

President Jane Gaston called the regular monthly board meeting to order at 6:40 pm with the following trustees present: Tom Champion, Jane Gaston, Joyce Hahn, Jack McGuire, Joyce Raver, and Ann Wilzbach.  Trustees Gloria Bierman and Jane Mordecai were absent. Also in attendance were Library Director Kim Keller and Library Assistant Director Kim Baldridge. There were no visitors.

Secretary’s Report

The minutes of the January 17, 2017 meeting were approved as presented on a motion by Trustee Raver with a second by Trustee Wilzbach. All present approved.

Treasurer’s Report

The treasurer’s report for February 2017 was presented. A motion to approve the treasurer’s report was made by Trustee Champion with a second by Trustee McGuire. All present voted “yes” on roll call.

The bills for February 2017 totaling $14,976.50 were examined and approved on a motion by Trustee Raver with a second by Trustee McGuire. All present voted “yes” on roll call.

A motion to transfer $15,000.00 from the Money Market account into the Checking account for the purpose of paying the February 2017 bills was made by Trustee McGuire with a second by Trustee Raver. All present voted “yes” on roll call.

Committee Reports

The only committee reporting this month was the Ad hoc Remodeling Committee.  President Gaston commented that the DAR members had nothing but positive comments about the remodel and the gift of a painting originally given to the library by one of their members. The painting will be used as part of a fund raiser for their scholarship program. Committee Chairperson Raver updated the board of the progress of the remodel. The committee is still looking for a changing table for the ladies restroom.  Mirrors, soap and towel dispensers still need to be hung. A person has been hired to do this, just waiting for them to get to us on their list. Trustee Champion has seen the Armory table that is being built and donated by Mark Howe. It is nearing completion and he feels the board will be very pleased when they see it.

Committee Chairperson Raver also reported on the rummage sale held by the library. There was a good turnout for this. She suggested that a policy or some sort of guidelines be put in place so the library will not accumulate an excessive amount of “stuff” again. After a brief discussion the following policy was established on a motion by Trustee Hahn with a second by Trustee Champion. All present voted “yes on roll call:

·         Any items displayed in the display case will be allowed for sixty days only. The person wanting to display will need to get approval from Director Keller and set-up and take-down the display themselves. The library will notify the contributor one time when the sixty days are up. If not removed within one week of notification, it will become the property of the library to be disposed of as they wish.

·         Anything other than books donated to the library will require approval by the board before being accepted.

New Business

A.      Communications Gear (Switch & Pix) Update-Director Keller presented the board with an estimate from Lazerware, Inc. in the amount of $1,924.64 for a technology update. Our current system has been outdated since2013 and there are no longer updates or patches available. This causes a slowdown in computer operation and a security risk. The estimate includes a new firewall and switch and replacement of WIFI routers in the circulation area and the board room.  After a brief discussion, the issue was tabled until next month. Director Keller is to contact Lazerware, Inc. and ask questions about the library’s wiring and Category 5 wiring.

B.      Project to digitize yearbooks-The library was contacted by Oklahoma Correctional Industries (OCI) about digitization of our yearbooks.  There is no cost to participate. They pay for shipping and will provide shipping labels. BBL may need to purchase some heavy-duty boxes for shipping. OCI is a state agency that has facilities across the state of Oklahoma. OCI provides rehabilitation and jobs training programs for low-risk offenders. They use an overhead non-destructive scanning method that ensures that the yearbooks are not damaged. They will return the yearbooks in the same condition that they receive them. They scan at 300 dpi and are saved in a jpeg format, meaning that they are digitized with Publisher Quality.  This will enable our patrons to search through the yearbooks and print any page from a disk. It will also reduce the chance of vandalism to our yearbooks. After a brief discussion a motion to allow OCI to digitize are yearbooks was made by Trustee Champion with a second by Trustee Hahn. All present voted “yes” on roll call.

C.      Elimination of Rentals-Director Keller recommended eliminating the Rental category.  It is no longer necessary as an incentive to return new books as quickly as possible.  Many patrons are still confused by the fee. After a discussion, the board agreed that the rentals may be eliminated.

D.      Additional Circulation Clerk-Director Keller expressed a need for an additional circulation clerk.  When BBL moved into its current location manpower hours were at 183.5 hours per week. Currently manpower hours are at 168 hours per week and the library is open 4 more hours per week than when we moved in.  Filling shift shortages when someone is ill or need a day off is becoming increasingly difficult. To further complicate matters a probationary employee has had excessive call-ins. After discussion, the board instructed Director Keller to warn the probationary employee that no more call-ins will be allowed. They then instructed her to hire one person at 8 hours per week. An update on both issues will be made at next month’s meeting. Director Keller also answered the question of cost from last month’s meeting as to the effect of adding 4 more operational hours.  This would require 2 people to be on duty 1 hour earlier 4 days a week. This represents an extra 8 hours in staffing hours. Estimate on cost is roughly $68 per week. Social Security costs for these hours would be approximately 61 cents per week.  No action was taken on this matter at this time.

Unfinished Business

A.      Proposed Travel Expense Policy-Director Keller presented a proposed travel expense policy. After discussion and some minor changes, Director Keller will revise it and present it at next’s months meeting for consideration at that time.

Director’s Report

Three memorials were received this month:

·         Rusty Strings Dulcimer Group donated $50 in memory of group member Linda Burleson’s mother who passed away in January. This memorial was earmarked for books.

·         Memorials for Dorothy VanLandingham totaled $700. These were also earmarked for books.

·         Memorials for former Library Board Member Sherm Doolen totaled $505. These are earmarked for the Bryan Corner.

Director Keller contacted City Manager Bill Gruen the day after the January library board meeting to relay a message that the Library Board agrees that something will need to be done to aid persons on the elevated padding in front of the east entrance steps. She specifically noted that the Library Board felt the City should pay for any work needed.

The Library’s rummage sale earned $560. Several books were left over and will be sold in a “bag” sale.

Salem Police arrested 2 juveniles who were trespassing on the Library roof on Friday night, February 17, 2017. Pictures of the vandalism were emailed to the arresting officers. Once the Library has an estimate to fix the vandalism, a copy of the invoice can be forwarded to the State’s Attorney’s office so they can seek restitution. After discussing the situation the board decided to agree to whatever the Salem Police Department recommends as far as punishment goes for the offenders.

Director Keller included in her written report a tally of patron visits after 7 pm just for an FYI for the board.

Board Members’ Reports

President Gaston gave a brief rundown on hours of operation of other libraries of similar size to BBL. No action was taken.

A brief discussion was held as to why the library’s message on voicemail lists the wrong hours of operation. Director Keller was instructed to once again to contact US Sonet about this matter.

Adjournment

A motion to adjourn the meeting was made by Trustee Raver with a second by Trustee Wilzbach. All agreed. The meeting adjourned at 8:20 pm.

Respectfully submitted,

 

Kim Baldridge                                                                                                                                                                              BBL Assistant Director