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PORT TOWNSEND LIBRARY BOARD MEETING
Port Townsend Library, Carnegie Room
September 23, 1996 7:15 PM
Present: Jody Glaubman (President), Orabelle Connally, John Sullivan
Staff: Linnea Patrick (director), Carol Cahill Minutes: Sheila Avis
Guests: Diane Perry Thompson, City Council Member; Bill Maxwell, Prospective Library Board Member
Bill Maxwell was introduced as a prospective new Library Board Member. He and Sarah Muirhead are
awaiting official appointment by the Mayor. Sarah was unable to attend.
APPROVAL OF MINUTES
Minutes of --August 26, 1996. John Sullivan Moved to approve. Unanimous approval.
Minutes of — September 19, 1996 (Special Meeting) -- Orabelle Moved to affirm_ Unanimous affirmation.
APPROVAL OF BILLS
Bills were reviewed and approved. John recommended the bill approval process be changed, that the Chair
of the Budget Committee present the bills to the Library Board for review and approval. The chair would
sign for payment approval. Approved.
0 COMMUNICATIONS
■ Linnea noted a copy was received of the letter from Mayor McCulloch to Gwen Howard thanking her for
the time she served on the Library Board.
A card was circulated from Gwen thanking the Board for their expressions of appreciation.
■ A letter from Nan Toby Tyrrell was discussed in which she offered a gift to the Library of four small
pictures of Classical composers in memory of her mother, Frieda Sokolow Feldman.
CONSENSUS: Jody will send a letter to decline the gift due to restraints in Library space rearrangements.
PUBLIC COMMENT
City Councilmember Diane Perry Thompson added comment throughout the meeting. -10
DIRECTOR'S REPORT
See Attached. Linnea pointed out her participation in the panel discussion of the use of Internet in rural
areas at the Washington Rural Development Council annual meeting in Port Angeles, September 26.
Benefits of being considered a "rural" library were discussed. She noted she will go from there to Salem,
Oregon, and bring back information regarding rules for library conduct. Linnea asked if the Board agreed
that Port Townsend patrons should remain on -line with the Dynix system for 3 years, rather than having their
patron records purged earlier as proposed. CONSENSUS: Leave at 3 years.
FRIENDS OF THE LIBRARY 0
Minutes of the last meeting were read including several projects suggested for the 1997 Friends Budget.
It was stated proceeds from Friend's book sales are projected to be $3,000 next year, and they noted
they will need to come up with some fund raisers. Linnea recommended having suggestions ready for
-the October Friends meeting of the amount to be requested for the Library Board's discretionary funds.
• It was reported that Dahti and Carol Cahill will be handling the Adventures in Learning series and that
they are seeking underwriting to include Internet skills training.
• Communication has been received concerning Songs of Victorian Amenca. The program is put on by
two women and is suggested to coincide with Women's History Month in March. The cost is $800, and
a performance was suggested by Dahti and Linnea as a Friends fundraiser.
• Lars has completed the retaining wall. Gwen is working at the grounds work planned for September.
• Linnea reported it was proposed the Friends purchase three height adjustable tables ($360 - $380).
She said one adjustable table was used for a City function and cannot be located.
• It was suggested something be worked out with books being left for Friends book sales, that they are
accumulating quickly and posing a storage problem.
LIBRARY FOUNDATION
John reported one Foundation member had resigned and the Foundation is seeking to replace him and also
add two more members to bring their total to seven. He noted brochures have been strategically placed in
various places throughout town. He said they are seeking a small grant as seed money for fund raising
expenses.
STAFF REPORT 0
Carol stated Library Development Plan Study Committee reports have been finished. She said she has
begun to catalog Hospital books.
BUDGET-
John said the Budget Committee has not met, that they are waiting for the Mayor's conclusions.
BUILDING
Linnea asked concerning repair of the leak in the Children's Room. She indicated there is a $250 estimate
for the work and that the Mayor is aware the Library has limited funds and not able to make cuts to aid the
City 1996 Budget. CONSENSUS: Proceed with the work.
PERSONNEL
Orabelle requested to be moved to the Personnel Committee from the Committee
when committee assignments are made.
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• COMMUNITY RELATIONS
Orabelle has attended the City Council meetings.
OLD BUSINESS
A meeting of the Coordinating Committee for the Library Development Plan was held September 17. Study
Committee Reports are being sent to the Coordinating Committee members. An attempt is being made to
contact people from segments of the community that are not yet represented, e.g. the Port, Religious,
School District, Mill, etc. The next meeting of the Coordinating Committee is scheduled September 30, 7:00
P.m.
NEW BUSINESS
Board and Staff Role Seffing Exercise: There was discussion regarding the order of role setting and
mission. CONSENSUS: Role Setting should be first and then mission. Role Setting will be in the following
order: (1) Coordinating Committee 10114; (2) Staff; (3) Board 10/28,
Board Meeting Times:
MOTION: Orabelle made a motion that meeting times for October, November, December and
January be set at 5:00 p.m., the 4th Monday of each month. UNANIMOUS APPROVAL
Orientation for New Board Members: Jody will work with the new Board Members to determine the
appropriate time for orientation.
Rules for Library , Conduct:
Linnea reported Library Staff has had to deny a patron from checking out books and media and limit use of
media to coincide with Library expectations. She noted the patron has been damaging books, using media
so as to limit access to other patrons, and has been uncooperative. The patron has been warned many
times, cannot successfully negotiate and is taking undue staff time due to ill behavior.
CONSENSUS: Linnea will bring materials from the Salem, Oregon Library and the Community
Relations. Committee will prepare Rules of Library Conduct to be posted in the Library.
Diane Perry Thompson noted her displeasure with a letter of complaint in the Port Townsend Leader
regarding noise in the Library. She said the Library is a happy place to be.
MEETING ADJOURNED 8:35 p.m.
NEXT REGULAR MEETING MONDAY, October 28, 1996, 5:00 p.m. -- Carnegie Room
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