HomeMy WebLinkAbout110811Joanna Sanders
From: Carol Costello
IItMonday, November 14, 2011 3:25 PM
: Joanna Sanders
Subject: FW: November Minutes (Library Advisory Board)
Administrative Assistant
Port Townsend Public Library
360 - 344 -3061
Prom: Mirandy Cook [cookmirandy @yahoo.com]
Sent: Wednesday, November 09, 20115:25 PM
To: Carol Costello
Subject: November Minutes (Advisory Board)
Port Townsend Public Library Advisory Board Minutes
Tuesday, November 8, 2011 at 4:00 P.M., City Hall
Members Present: Fran Post, Eileen Price, Ben Dow, Caitlin Harrison, Ken Dane, Mirandy Cook
Members Absent: None
Staff Present: Theresa Rini Percy
Public Comment: None
Communications:
Kindle readers are very excited about the Library now offering kindle books to download.
Staff Report:
Monthly Report
0 tember- October 2011
resa Rini Percy, Director
Capital Project Campaign:
The bid opening for the Pink House renovation, part 1 of the library expansion and improvement project, took place on September
20, at 2 p.m. The city sent bid packets to 12 contractors from the small works roster who were located on the Olympic and Kitsap
Peninsula. Five contractors participated in the walk through with 2 actually submitting bids. The two bidders were Hoch
Construction from Port Angeles with a bid of $59,692.76 and Little and Little Construction biding $105,344.54. The contract was
awarded to Hoch and after several weeks of bid processing, construction started on October 31 with a completion targeted for the
end of 2011.
Part 2 of the FEMA funded seismic retrograde of the Carnegie building will begin with Jim Cary's preparation of the construction
and bid documents scheduled for November. The project which needs to be completed by September 2012 will require the library
moving to a temporary location for 6 to 8 months. March 2012 is the tentative move month. Olycap and Mountain View are the
two sites under consideration. Once the site has been selected, the scope of work can be defined to go to bid for a library moving
company. The cost of this move is included in the FEMA grant.
Fundraising continues to move forward. Carnegie parties are very successful yielding almost $20,000 to date. There are many
parties scheduled for 2012. The success of these parties is not only in securing pledges but also in updating participants on the
Library capital project progress.
Library Wine:
The library wine is selling quickly with half of the 300 bottle sold to date. Additional publicity is planned to promote the wine for the
holidays. The public has certainly embraced the wine project with great enthusiasm.
2012 Budget:
The budget process for 2012 has had its challenges. The 2012 tax assessment is $10,000 less than anticipated. This is because
the 2011 library levy lid lift was $10,000 less than the preliminary estimate developed for the 2011 budget. Therefore, less income
combined with the expense of the Polaris library information system upgrade ($28,000) and $15,000 capital outlay- debt service
for the FEMA match plus the city council policy of a 5 -8% reserve generated some difficult budget decisions. The position of
page /courier was eliminated. This position's responsibilities will be handled with remaining library staff resources. This was a
difficult decision. However, it is the best one in terms of least impact on the library operation.
Strategic Plan:
The strategic planning process is moving forward. Plans are underway to bring a group of no more than 15 visionary thinkers in
January to participate with staff and facilitator Mar Ann Seward in a thought - provoking and idea generating discussion session
will help determine what knowledge, skills, technology and tools the library needs to acquire and evolve as a 21 st century
ry. The question to answer is "What does the future look like for library services on the Olympic Peninsula ?" This discussion
be incorporated into the planning process for the library's new strategic plan.
Migration:
Polaris went "live" October 19. Because of the intensive advanced training efforts of Keith, Carol, and Beverly, the launching of
Polaris went without too much distress. Now, it is just a matter of working out minor cliches and for both staff and the public
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becoming used to the new and improved system.
Monthly Report from Youth Services:
October, 2011
Submitted by: Jean -Marie Tarascio
Summary of activities:
Baby time and Toddler time continued this month with Jeanne on Thursdays, there have been a number of new parents
participating. Preschool story time resumed this month with Jeanne. The Neighborhood preschool continues to join us for
Tuesday story times. Jody met with teen writers on Fridays. The school library collaborative met this month to discuss a response
to the Education Foundations denial of funding. Jean -Marie gave a presentation to the Masonic Lodge thanking the members for
their generous donation this summer of 3 mountain bikes. The members offered donating more bikes next summer. Readers
Anonymous continues with Jody at the High School. Jody has been working on the 2012 Teen Community Read. The book has
been chosen, select people are reading the book. The Harvest /Halloween event was a success with about 100 people attending.
8. The remodeling of the Pink House has begun and we are all very excited
about the future use of the Pink House.
9. Next years community read is in the planning stages. Once again this year
the library will be partnering with the schools for art projects and programs.
10. Teen Advisory Board worked with Travis Martin, a local teen, creating a
a local short claymation movie.
11. Jody held a teen Halloween movie night for about 18 teens. The night of
"Dracula" was a big success!
12. Jean -Marie visited Head Start this month with a presentation on "Visiting
your Libras}/'.
13. Last but not least, this month we went live with Polaris, our new library
System. This is an exciting time for library staff and patron, requiring lots of
patience and flexibility_
Friends Report:
Library Director: Theresa provided Board members with a hand out with some history and the current four -point strategy to
prepare the library for the future. She explained there is no change in focus, only the timeline. The renovation of the Pink House
will begin shortly and the FEMA seismic retrofit of the library will begin in the spring. If funding comes through for interior
renovation of the Carnegie Building during the retrofit, that process will move forward too. Space for relocating during the retrofit is
being researched now. Future funding and economic factors will influence when we move forward with the interior restoration and
the new wing.
The FEMA grant was $600,000 with a $200,000 match from the City of Port Townsend. In addition, the City provided $280,000
for the architectural design of the library. To date, approximately $450,000 has been collected or pledged from members of the
community. $132,500 of the needed 1.5 million has been raised from foundation grants. There are proposals pending for another
$400,000. The total project budget is around 9.5 million
Foundation: Linnea reported that the Foundation is continuing to make calls for the capital campaign and would appreciate
assistance in this endeavor. The first two "Carnegie parties" raised $5,800 with pledges still coming in.
Library Foundation Report:
Library Foundation Board Minutes
October 11, 2011
Ken Dane
The board received a report from David King on the Fire Levy issue. The information was similar to what the advisory board has
received in the past. A failure to pass this levy could have a very serious effect on the ability of the city contribute to other
projects. The Carnegie Library expansion would be one of those areas.
The Treasurers report was brief. They're working on a projected three year budget.
There are some changes being made in the Friends and Foundation relationship to help sort out the interests and responsibilities
of those two organizations.
Theresa reported on the Capital Campaign progress and provided a handout on the funding strategy as understood in October
11.
The grant situation was updated. Hoping for closure on the Stranahan Foundation grant shortly. Still talking with folks in Olympia
about state support and the National Endowment for the Humanities decision will be upcoming in December.
Warren Leith reported that he and Theresa are making the rounds of Foundations again prospecting for more opportunities.
The Friends of the library collected $2700 at their book sale. Renewals are going well and there are 8 new members.
Paula Clark reported on progress on the library parties. Two parties to date (10/11) and four more planned before year end.
$5800 raised to date.
Old Business:
There was discussion of whether meeting every other month was beneficial to attendance. The group will asses this at the next
meeting in January.
New Business:
Foundation meetings (7 p.m. at the PTPL) were assigned to board members:
December: Mirandy
January: Ben
February: Eileen
March: Caitlin
Meeting adjourned at 5:10 P.M.; Next meeting is January 17, 2012, 4 P.M. at City Hall (upstairs)
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