Bryan-Bennett Library

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January 17, 2017

Bryan-Bennett Library

Regular Board Meeting Minutes

January 17, 2017

 

Call to order

President Jane Gaston called the regular monthly library board meeting to order at 6:25 pm with the following trustees present: Gloria Bierman, Tom Champion, Jane Gaston, Jack McGuire, Jane Mordecai, Joyce Raver and Ann Wilzbach. Trustee Joyce Hahn was absent. Also in attendance were Library Director Kim Keller and Assistant Library Director Kim Baldridge. There were no visitors.

Moment of Silence

President Gaston gave a brief tribute to Trustee Doolen, who passed away in December 2016. A moment of silence then followed in his honor.

Secretary’s Report

The minutes of the November  15, 2016 meeting were approved as presented on a motion by Trustee McGuire with a second by Trustee Bierman. All present approved.

Treasurer’s Report

The treasurer’s report for December 2016 and January 2017 was approved as presented on a motion by Trustee Champion with a second by Trustee Wilzbach. All present voted “yes” on roll call.

The bills for December 2016 totaling $19,531.58 and January 2017 totaling $20,104.02 were examined and approved on a motion by Trustee Champion with a second by Trustee Wilzbach. All present voted “yes” on roll call.

A motion to transfer $21,000.00 from the Money Market account into the Checking account for the purpose of paying the bills was made by Trustee Champion with a second by Trustee Mordecai. All present voted “yes” on roll call.

Committee Reports

A.      Finance-No reports at this time.

B.      Policy-No reports at this time.

C.      Personnel-No reports at this time.

D.      Building and Grounds-No reports at this time.

E.       Ad hoc Remodeling-An update of the progress of the remodeling was made by Committee Chairperson Joyce Raver.  Open House was held prior to the board meeting as most of the work is done. Sinks in the ladies’ restroom still need to be purchased and installed. Also remaining to be purchased are tables for the ladies’ room, art work for the hallway and a table that will seat at least 6 for the children’s area.  Another committee meeting will be scheduled for next week to determine exactly what finishing touches need to be made and to prep for the sale of surplus items.

New Business

A.      Semi-annual decision : Shall Closed Session Minutes stay closed-A motion to keep Closed Session Minutes closed was made by Trustee McGuire with a second by Trustee Bierman. All present voted “yes” on roll call.

B.      Discussion about paying employee for in-city errands-A motion to pay employees for mileage for in-city errands was made by Trustee Raver with a second by Trustee McGuire. All present voted “yes” on roll call.

C.      Should staff send late notices to Board members-After a brief discussion, board members decided that late notices could be included in board packets.

Unfinished Business

A.      Proposed Travel Expense Policy-Director Keller reminded the board that a policy needs  to be in place in less than 180 days per law. Director Keller will provide a draft of a policy at the next board meeting.

Director’s Report

Memorial funds have been received for Sherm Doolen, Dorothy VanLandingham and  for Rusty String Dulcimer Group member Linda Burleson’s mother.

Director Keller gave a rundown of the results of the recent patron survey. Only 12 people completed the survey. Some suggested possible program ideas, 4 people suggested possible hour changes, and most were complements to the staff and library itself. Among the concerns for the library were:

·         Books having different due dates (This is because of a system policy which says all libraries have to abide by the loan dates of the loaning library. Any book brought in from another library, must have a due date according to the owning library’s rules.)

·         Need lots of comfy seating (New furniture  should take care of this concern)

·         Require people on laptops or other personal devices to use headphones. ( Staff will make an extra effort to remind patrons who listen to their devices to do so with headphones)

·         A request for other games to be played regularly at the library, not just Dominoes. (This is being considered)

·         People outside of city limits to get a library card at no cost. (State law regulates this)

·         Not enough books (Currently we have over 40,000 in the collection. It’s an ongoing process)

·         Need an electric outlet in direct line with the internet (Not sure what this means)

Per Capita Grant application for Fiscal Year 2016 has been submitted.

The 3rd quarter report for the Live & Learn Construction Grant has been submitted.

Staff set up the Reference Room.

The library was closed on January 13 (Friday) due to inclement weather.

Program Assistant Daniels has written a report on the Santa events in December that is available for the board to read.

On December 29 a person in town visiting relatives came in to use the computers. He was very complimentary of the Library, its operation and set up. He is an employee of the Library of Congress.

Board Members’ Reports

President Gaston received a letter from County Clerk Steve Fox concerning economic interest letters. She filled it out and returned it to his office.

President Gaston noted that Trustee Hahn, during the Open House, pointed out some problems at the bottom of the east entrance stairs that have developed because of the new sidewalk to City Councilwoman Sue Morgan and City Manager Bill Gruen. Both agreed that additional railing should be installed. Director Keller is to contact Mr. Gruen about the placement of additional railing and about handicap parking spots keeping in compliance with ADA requirements.

President Gaston briefly discussed a person to fill the board vacancy. Trustee McGuire mentioned another person for the vacancy who had previously expressed an interest the last time a vacancy was available. Trustee Bierman would like more time for the board to discuss possible candidates to fill the vacancy.  Ultimately, Mayor Rex Barbee will be the one deciding on the replacement. Both names will be mentioned to the mayor for his consideration.

Adjournment

A motion to adjourn the meeting was made by Trustee Champion with a second by Trustee McGuire. All agreed. The meeting adjourned at 7:42 pm.

Respectfully submitted,

 

Gloria Bierman                                                                                                                                                           BBL Board Secretary