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HomeMy WebLinkAbout121803Port Townsend Library Board Meeting Thursday, December 18, 2003 Library Board members present: Co- chairs Eileen Price and Kate Schumann, Deb Carroll, Bill Maxwell and Larry Thomas Staff present: Linnea Patrick, Theresa Percy and Kiesy Strauchon Guests: Phyllis Schultz (Foundation), Julia Owens The meeting was called to order by co -chair Eileen Price at 9:05 a.m. The minutes from the last meeting were approved. Director's Report: The shelving project has been completed. The shorter and safer new shelving creates a greater sense of space and openness in the upstairs non - fiction area. The PTTV interview with Linnea was yesterday at noon. Linnea has the tape if anyone wishes to see it. The program, one of the Town Hall series, is titled: "PT Library Retrospective, or Linnea's Last Stand." Friends of the Library Report: There was no representative to report today. Linnea distributed copies of the "Friends Budget for Library Staff Expenditures for 2004 ". In addition, $1.00 is allocated for miscellaneous expense for the Board, and $700 for training for the Board and the Friends. Gwen Howard is stepping down from supervising the landscaping tasks on the Library grounds. Theresa and the Board will discuss the need for the City to include the Library in their grounds keeping program. The Friends decided against funding a Library request for $1000 for an initial start-up fund for a basic DVD collection. In the past the Friends have had a firm policy of not funding "collection development ". The Board will consider how best to clarify the distinction between basic collection development and special needs such as seed or start-up monies for this type of specific collection item. The Friends are contributing all the proceeds from their annual "Alternative Christmas" fund - raiser toward the purchase of "Great Courses" audio series. Eileen Price will write a letter thanking the Friends for all their generous help with Library expenditures in the 2004 budget. Library Foundation Report: On behalf of the Foundation, Phyllis extended a big welcome to Theresa, and invited her to attend their Executive Committee meeting in January. Staff Report: Carol Cahill was in Olympia this week, attending a two -day workshop on strategic evaluation training. Although it was a difficult time for her to be away from the library, her attendance was necessary as she's the Chair of the Library Council of Washington. Old Business: The Library is up -to -date in filing necessary paperwork for C1PA compliance. The Board will work with Theresa to finalize a decision regarding compliance. One large wrinkle in all this is that if libraries in Washington decide not to comply, the state legislature would very likely pass even more onerous legislation. New Business: Larry Thomas requested a separate board retreat this year, rather than with the staff as in years past. Kate will reserve space at the Community Center for 9 to 1.2., on Thursday, January 29t1i. Phyllis asked if there would then be a board -staff retreat, and Larry said that would be decided at the board's half -day retreat on January 291H The list of Library Board Committees, dated 20 March 1995 was distributed. Topics for the Board retreat are the long -range plan, the building project and the board's role and responsibilities in planning for 2004. CALENDAR OF UPCOMING EVENTS Thursday, December 18: Library Holiday Open House — 4:15 to 7:30 p.m. December 24, 25 & January 1: Library Closed for Holidays (also closing at 6 p.m. on 12/31) Thursday, January 29th: Library Board Retreat: 9a.m. to 12 p.m., Community Center. • • • �j C7 FRIENDS BUDGET FOR LIBRARY STAFF EXPENDITURES 2004 (Budget passed 12/10/03) Books to grow on replacement (carryover from 2003 — BdeJ and BJM) $6,500 Library Purchases - Cases for Laptop computers (CLC) $ 300 Table and 4 comfortable chairs for magazine area (CLC and TRP) $3,700 Youth Activities (Youth Services Staff): $3,000 Multi -age Programs (expenditures from this line must be cleared through library director): $1,500 Volunteer Recognition (program —LV R and books - CLC ) $ 700 Library Hospitality (expenditures must be cleared through library director) $ 300 Total $ 16.000 There will also be some memorial and donation money to spend during the year on books, as usual. We are trying to spend as much as possible of this money by the end of 2003. Additionally there is $2,455.77 from a Certificate of Deposit that was cashed in November 2003. When the money was placed in the CD it was designated that it was for use for "special books ". I have asked Beth to spend at least $500 of that money on more Spanish language books for children. I have asked Carol Cahill to check her file of books that are "too expensive" for the library's regular collection budget and to begin purchasing some of them with this money. On the friends "special donations" spreadsheet the line to be designated when giving bills to Geralynn is "US Bank CD ".