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HomeMy WebLinkAbout041504• Meeting of the Port Townsend Public Library Advisory Board Held at The Pink House, Port Townsend, on April 15, 2004 Board Members Present: Co- chairs Eileen Price and Kate Schumann, Deborah Carroll, and Larry Thomas. Excused: Bill Maxwell Staff Present: Theresa Percy, Library Director Guests: Julia Owens, Jim Todd, Judy Glaubman of The Friends of the PTPL, and Sue Sidle of the PTPL Foundation Board. The meeting was called to order at 9:05 AM. It was MSC to approve the minutes of the Library Advisory Board meeting held March 11, 2004. Public Comment and Communications • Jim Todd asked why the quiet signs were taken down in the stairwell. Director Theresa Percy responded that they are being re -done and will be replaced. Jim communicated to the Board that the signs are important because the library is the only public place in town to read and do research in quiet concentration. Larry Thomas communicated with Ray Seribrin, the Director of the Jefferson County Library, to invite him to come anytime to the PTPL Board meetings. Board members were asked to acknowledge all emails received regarding library board business. Friends of the Library Report Jody Glaubman reported that the Friends are involved in program planning with Director Theresa Percy. They are planning monthly author readings and on May 6"', a baseball event is planned, featuring a baseball author. The Friends annual retreat is planned for May. Library Foundation Report There has been a change in the Library Foundation Board membership. Co -chair Sue Sidle reported that Director Theresa Percy met with the Foundation Board. The role of the Foundation to the library was discussed and they are looking at undertaking a fundraising activity, but specific plans will depend upon the outcome of the Long -Range Planning results. Directors Report Library Statistical Reports were presented to the Board for the months of January, February, and March of 2004. The statistical report has a new format, with more detailed tracking to comply with state reporting requirements. The new format also conforms to the Jefferson County Library Statistical Report. Larry Thomas requested that Theresa send the Board the Jefferson County Library Statistical Report. The Dynex circulation system will be upgraded this year at a one time cost to PTPL of $20,000 and an increase in the annual system charges. On May 6t" at 2:00 PM, at the library, there will be a technology meeting about the library computer systems. The March 26, 2004, knitting event, Midnight Madness, was a great success. The meeting with the Wooden Boat Foundation and the Maritime Center to coordinate having a library presence at the Maritime Center and at the Wooden Boat Festival was postponed due to the change in leadership at the WBF. National Library Week is April 19 -23rd, 2004. The week of activities includes a Gala Reception to welcome new director Theresa Percy, as well as a series of program demonstrations of library technology. The new monthly PTTV show series, "Between the Covers ", will include broadcasting of filmed monthly author programs. Theresa has been asked by City Manager, David Timmons, to research the pros and cons of creating a special taxing district within the City of PT to provide a dedicated funding source for the library. Theresa is talking to the State library organization about the possibilities for this. Staff member Beth DeJarne will take a six -month leave of absence beginning in May. Long -Range Planning Report Theresa reported that the first LRP committee meeting is scheduled for April 15, 2004. The Library Advisory Board was invited to attend the meeting to get more information about the LRP process. Mary Ann Seward, who has been hired to facilitate the group through the LRP process, will facilitate the meeting. Theresa reported that she expects to hire Christine Pivarnik to handle the marketing aspect of the LRP. Christine will also be attending the LRP meetings. The Board discussed the roles of both Mary Ann and Christine at length with Theresa. Theresa expressed that the marketing aspect of the LRP • is important to make sure that the library is reaching all segments of the community. The Board expressed concern regarding insufficient communication between the Board and 2 Page 1 of 1 • Theresa regarding the LRP process. It was agreed that Theresa would keep the Board informed in between board meetings via emails and that ad hoc meetings would be held :7 as necessary. The Role of the Library Board The Board read and briefly discussed the role of the Library Advisory Board as written in the PTPL Policy Manual and as written in the Public Library Trustee Summary Manual. The Board discussed with Theresa what she expects from the library advisory board. The discussion of the role of the PTPL Advisory Board will continue at the next board meeting. The next PT Library Advisory Board meeting will be Thursday, May 13, 2004 at 9:00 AM, at The Pink House, PT. The meeting was adjourned at 11:00 AM.