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HomeMy WebLinkAbout121713 Port Townsend Library Advisory Board Regular Meeting Final Minutes Date: December 17, 2013 Time: 3:00-4:48 Location: City Hall Scribe: Lisa Crosby Members Present: Ellen Frick, Lisa Crosby, Larry Fisher, Ian Keith, Jennifer Cohn, Kiera Miller Hodlik Members Absent/Excused: Ann Healy-Raymond. Staff Present: Bev Shelton, Interim Library Director; Jean Tarascio, Youth Services Librarian; Ken Clow, Public Works Director; Bob Jean, Interim City Finance Director Guests: George Randels, Sheila Khalov, Jim Todd, Tristan Hiegler 1) Introductions/Welcome to guests 2) Review of minutes from December 10, 2013 meeting. Minutes approved as amended 3) Communications Ian asked about the communication from Todd Wexman since it was not attached to this meeting's agenda. Lisa recalled it was attached to an earlier version of the agenda. 4) Library Staff Report Bev went over reports prepared by Library staff at the end of November and previously handed out to the LAB at its December 10th meeting. Cris Wilson's report provided summary of program activities. The Community Read program grant was funded. The Microsoft Academy will be offered online through the Library. Jean said that the Library reported to the Paul G. Allen Foundation on how the first $63,000 of its Community Collections Collaboration grant has been used. Much of this money will go toward acquisitions at the High School Library to bring it up to standard since it has a very old collection, with the average age of its books being 1970's. The intent is to develop a shared collection that the entire community can use. The second phase will be used largely for training on how to use new devices. Blue Heron currently has a gap in its collection due to the move (of grades 4 and 5 to the building) and is trying to bridge this gap. Grant Street's collection is in pretty good shape. They are looking at the non-fiction collection to make sure there are books with complex text to encourage critical thinking (Common Core). 5) Foundation Report Larry went to the Library Foundation meeting and filled them in on what the LAB is up to. At the meeting, Geralynn mentioned that the Friends of the Library have raised money which could possibly go toward the move. When asked about the amount of funds available for the move, Bev said a dialog needs to happen between the City, LAB, Foundation and Staff to determine what donations can be used for the move and accompanying work on the Library. It may be hard to determine which donations can appropriately be applied toward the move until the details of the move and accompanying work are more defined. Ian noted the chicken and egg problem of this situation since the scope of work is also determined by the funds available. Bev expressed confidence that this can all be figured out. Funders do need to be approached with a plan for how the Library will be improved compared to how it was before last year's move. 6) Council Report Ian had nothing to report yet 7) Friends Report(from last meeting minutes) Jennifer reported that at their last meeting, the Friends distributed a proposed 2014 budget. A significant amount will go toward Library programming. The Food Co-op donated $1000 for the Community Read program. The Friends currently has 247 members. They are looking for an alternate to the Carnegie to store items brought to the Library for their book sale. They are planning a large VHS and audio sale(1000 items) since the Library will no longer keep these collections. Jennifer read a list of Library programs supported by the Friends. Their next meeting is January 8, 2014. 8)Public Comments None made initially, but at the end of the meeting George Randels reminded the LAB that they should advise the City on process as well as content: advise the City on how to look, not just what to look for. 9) Business A. Move Back to Library LAB members given opportunity to ask questions they hope staff can address at January 10th 2014 meeting between Library Staff and LAB. At Jan 10th meeting Library Staff will communicate to the LAB such things as configuration options, recommendations, information and priorities. Questions for Staff • Do grants place restrictions on how Carnegie space will be used? • How many chairs/places are needed to ensure that all who want a place to sit in the Library have that opportunity? • How far has staff gotten in developing alternatives? • How do we come up with alternatives if we don't have idea of funds available? • How will Gray Wolf grant for computers be restructured? • How many computers does the Library need to meet regular demand and does the Library foresee this changing as laptops/ smart phones become even more common? • What portion of Library visitors tend to stay and read versus check out materials and leave(Not at Mountain View but in the Carnegie location)? • Do we need a wall in order to have a quiet reading room? • Will the children's Library work in the 1st floor, Carnegie side? • What is planned for teen space? Current space is very small. • What are the volume and space needs of current special collections? • Are there alternatives to holding special collections such as focused collections or incorporation into collections at other locations? • What is target ratio for weeding to acquisition? • What are the space requirements for programs that are committed and funded to happen in 2014? December 30th is the deadline for any other questions to go to Staff for Jan 10th meeting. B. Library Director Jennifer defined the difference between a job profile and a job description. She read the beginning of the PT Finance Director Job Profile as an example. Bob Jean shared his understanding that a job profile might be updated regularly to express current needs for the job, whereas a job description is likely to remain more constant. A job profile is what will initially be read by job applicants and in this regard plays a marketing function. Jennifer gave an update on her Library Director research so far: She will meet with Library staff this Friday. She has a questionnaire for staff to share their thoughts on the Library's areas of strengths and weaknesses. Staff will be provided with envelopes to send back survey anonymously. Jennifer also is looking at Library Director job descriptions from other similar towns. There is a useful document available on the Washington Secretary of State's website called "Employing a New Library Director." Jennifer has hired library directors in the past and has confidence that the LAB can come up with a very complete Library Director Job Description and Profile to give to the City. Larry reported that he's been looking at the American Library Association's job postings and sees some common themes; solid leadership experience (5 years or more) specifically with libraries, MLIS from a top tier program, good people skills. He's also spoken with Councilmember Bob Gray. Kiera has spoken with Councilmember Michelle Sandoval. She also plans to meet with Keith Darrock. Kiera asked how the LAB was going to communicate our recommendations to the Council. Jennifer said that we would provide a good job description and job profile,plus a report explaining how we arrived at our recommendations. Jennifer encouraged all LAB members to feel free to talk with people to hear their thoughts about the Library; we represent the public. 10) Agenda items for next meeting Jennifer, Larry and Kiera will meet to discuss job description research Next meetings: January 7, 2014 Library Director Workgroup at 3:00pm. City Hall January 10, 2014 LAB special meeting with staff 8:OOAM-Noon, Carnegie Library, 2nd floor.