HomeMy WebLinkAbout072296PORT TOWNSEND LIBRARY BOARD MEETING
Port Townsend Library, Carnegie Room
July 22,1996,7:15 p.m.
Present: Jody Glaubman (President), Orabelle Connally, Gwen Howard, John Sullivan
Absent: Lee Tickell
Staff: Linnea Patrick (Director), Carol Baker Minutes: Sheila Avis
Guests` Mayor Julie McCulloch
City Councilmember Bill Davidson
Mayor McCulloch discussed the upcoming Library Board position. The vacancy occurs the end of August
because of Gwen Howard's expiring term, � Q, .. iL " & °
It was noted committee assignments will remain as previously assigned. Various suggestions were
presented to solicit volunteers for the Board position, including a one -page description of duties Jody will
prepare to be available at both the City booth and Friends of the Library booth at the County Fair. The
description of duties including a notation that Library Policies are available at the Library will also be
available at the Friends meeting preceding their August 3 annual book sale. Jody will pursue seeking
information regrading the County Library's recent solicitations.
Julie McCulloch announced the community potluck July 26, 5:00 to 8:00 p.m. at the Pope Marine Park to
celebrate the long, hard endeavors and completion of the City's Comprehensive Plan.
ABSENCES
MOTION: John Sullivan made a motion that due to a lack of prior information Lee Tickell's absence be
unexcused.
VOTE: UNANIMOUS
It was noted Board Policy states three consecutive absences constitutes an automatic resignation.
CONSENSUS: Since this is Lee's second consecutive unexcused absence, a letter be sent to him warning
-him of his precarious absence status.
APPROVAL OF MINUTES
John Sullivan made the motion to approve the minutes of the June meeting as read. APPROVED.
APPROVAL OF BILLS
Linnea noted there being one more week in the month, bills will be held for submittal and approval. Difficulty
in securing signatures to approve bills was discussed.
MOTION: Orabelle Connally made a motion that bills be approved for payment with the signature of the
Chairman of the Budget Committee, or the Board President, or a member of the Budget
Committee.
VOTE: UNANIMOUS
0
COMMUNICATIONS
A communication was discussed announcing the 1997 WIL Conference in Spokane.
PUBLIC COMMENT
Bill Davidson commented regarding the Library Board participation at City Council and the impact of their
Community involvement.
DIRECTOR'S REPORT
See attached report. Linnea noted savings reflected in the new Puget Power bill. She said there were 45
fewer kilowatt hours used and temperatures had been 3 degrees colder. She answered questions about the
new dial -up Dynix catalog system Port Townsend Library is participating in and noted its benefits.
FRIENDS OF THE LIBRARY
Gwen Howard indicated they need volunteers to man the Friends booth on Friday, Saturday and Sunday of
the County Fair. It was noted there is need for a Friends secretary, someone to work with Adventures in
Learning, and an Assistant Treasurer (in training).
LIBRARY FOUNDATION
The new brochure was circulated and commended.
STAFF REPORT
Carol Baker stated 47 percent of the audio visual grant had been spent as of that day. She stated 182
audio tapes and 359 video tapes had been added to bring the core collection to over $55,000. She pointed
out an increase in circulation overall in the quantity of children's books and tapes. She reported substantial
} savings in some purchases would allow purchase of more in -depth language study tapes. Carol noted the
shortage of shelving and discussed the poor condition of shelving retrieved from storage, indicating little was
salvaged, although considerable time and effort had gone into it. John Sullivan commended the yeoman
effort by Carol and Mamie in trying to salvage the stored material.
BUDGET
The proposed Lost Materials "Policy" of 7/96 was presented.
CONSENSUS: The policy is operational and a good policy.
2 0
The 1997 Budget, improvements and limitations, were discussed. Linnea noted money limitations for
is magazine subscription renewals and additions. John recommended that the Director give to the City Council
the incremental budget at the level needed. The budgeting process for Dynix System replacement, Capital
Expenditure vs. Revolving Fund, was discussed.
Special Budget Board meeting dates were set:
August 5, 7:15 p.m. — Prioritize
August 19, 5:00 p.m. -- Final wording of justification.
BUILDING
Linnea noted the Library exterior painting and sealing had been eliminated in the 1996 budget. She
suggested that a bid should be made for inclusion in the 1997 budget.
Gwen Howard reported regarding the lawn work that had been accomplished and that a September meeting
would continue the process. A lawn sprinkler system was discussed. Linnea said a proposed sprinkler
system had been stricken from a previous budget.
CONSENSUS: Reinstate the budget request for a lawn sprinkler system.
PERSONNEL
The proposed Vacation Accrual Policy for Part -Time Library Staff was presented. Linnea said she considers
these pro -rated as permanent career, half time, job sharing positions.
MOTION: John Sullivan made a motion to authorize the Director to pursue the Vacation Accrual Policy on
a pro -rated basis.
SECOND: Gwen Howard
VOTE: UNANIMOUS
COMMUNITY RELATIONS
Orabelle Connally reported the Port of,Port Townsend related activities that consumed a large amount of
time at the recent City Council meetings.
OLD BUSINESS
CONSENSUS: It was determined a letter would be written in answer to correspondence from a patron at
the last board meeting regarding the policy issues surrounding recent Carnegie Room usage.
•
LIBRARY DEVELOPMENT PLAN:
It was noted Bev Shelton was appointed to the Library Development Coordinating Committee as the rculated
'
Library's Foundation representative. A list of all members of rep esent'theaging and1 shut in was community was
Inviting one more member to the Coordinating Committee
discussed.
Study Committees were reported to have met at least twice. Interests in the Building Committee are also
being represented in each of the other Study Committees.
It was suggested the Coordinating Committee have an initial organizational meeting, late summer prior to
September 15th.
NEW BUSINESS
Jody is drafting an annual report with informatiomf�a����nand e 1996. She
drafts returned will
toolody within 96
in January or February 1997. It was requested
one week.
MEETING ADJOURNED: 9:45 P.M.
NEXT REGULAR MEETING: MONDAY, August 26, 1996, 7:15 p.m. -- Carnegie Room
51
4