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HomeMy WebLinkAbout102896PORT TOWNSEND LIBRARY BOARD MEETING Port Townsend Library, Carnegie Room October 28, 1996, 7:15 PM Present: Jody Glaubman (President), Orabelle Connally, John Sullivan, Bill Maxwell, Sarah Muirhead Staff: Linnea Patrick (director), Dahti Blanchard Minutes: Sheila Avis Guests: City Councilmember Ian Keith Linnea introduced new Library Board Member, Sarah Muirhead. APPROVAL OF MINUTES The September minutes, Personnel section, were corrected to show Orabelle's request to move to the Personnel Committee from the Building Committee. John made a made a motion to approve the minutes of September 23, 1996, as amended. Unanimous approval. APPROVAL OF BILLS John circulated October bills for approval. COMMUNICATIONS Linnea reported receiving copies of letters of appointment of Bill Maxwell and Sarah Muirhead to the Library Board and inviting them to attend and be introduced to the City Council. DIRECTOR'S REPORT See attached. Linnea noted difficulty with the fuse on a Puget Power pole during the recent wind storm and the damage done to the library furnace. She said Carol notified the Fire Department of the smoke -filled building, that they disregarded the report and instead sent Ken Franklin to the Library who in turn also reported the smoke to the Fire Department. She said the issue has been dealt with through Fire Department supervisory personnel. FRIENDS OF THE LIBRARY Orabelle reported between June 26 and September 27, 1996, Friends spent $750.49 on children's programs and $60 for piano tuning. She noted they will be having a book sale Saturday, November 2, and will be including the sale of book bags. Orabelle indicated she talked to Gwen Howard who informed her of a proposed donation by Marge Abraham of a permanent bronze plaque to be installed on a large rock on the grounds in memory of her husband Glen Abraham. The value of the donation is $1,800 and will include a plug in at the site. MOTION: Orabelle made the motion to gratefully accept the donation of a bronze plaque in memory of Glen Abraham. Unanimous approval. . It was noted the money donation of the design stretched far enough that some money can be used for an irrigation system. Bob Little has agreed to pay for the watering of that area. Friends of the Library will . be asked to fund any remaining costs for installing the irrigation system. LIBRARY FOUNDATION John attended the meeting October 23rd_ He indicated they have a new member, which will be announced at a later date, and that they are trying to expand. It was noted the Foundation has new stationery paid for by First Bank and The Printery. They will be sending out requests for operations funds to approximately 100 people, including all Board Members. Bill Maxwell asked regarding the difference between Friends and the Foundation. Linnea explained _ that Friends' fund raising includes current programs, books and furnishings up to approximately $1500. Foundation deals with estates and endowments for more long -term special projects and special enhancements. She pointed the two groups have met together and have agreement between the two organizations. STAFF REPORT Dahti noted children's programs, Halloween and the upcoming children's choir for the holidays. She discussed the Victorian Proper Ladies Friends' fund raiser in March which is also Woman's History Month. She stated it will be put on by two women from New England and said the program will lead into the Victorian Seaport Festival and will be titled "Ladies on the Shore." They are looking at auditoriums and the most likely is Port Townsend High School. It was noted Lynn has a total 2& volunteers, 6 new ones, with 15 people helping at the front desk. Dahti spoke of how much busier they are and that circulation was up 13 percent over September 1995. • BUDGET Linnea discussed the Supplemental 1996 Budget request to be made in November for shortages in • miscalculated salaries and personnel substitutions for staff with catastrophic injuries sustained during the year. She also pointed out the impact on the 1997 budget. She noted that though they were aware of the miscalculated salaries in March, Mr. Hildt suggested that they wait and make a supplemental budget request at this time of year. Mr. Keith reported difficulty with current budgeting, and suggested it might have been better to have requested it at the time of the first supplement budget requests. Linnea requested a board member speak at the 1997 Budget Hearing, November 7. She said she and Orabelle have been working in tandem on the personnel budget. CONSENSUS: Orabelle will attend, and will check with Linnea for material to present. Linnea noted they had hoped for $18,000 for an additional half time for Mamie and Dahti for children's services. She noted the cut in library service items and said the Mayor left it to Library Board discretion if they want to take an additional $1500 from the 1997 materials budget request to fund an additional 10 hours of clerical work for Carol Costello. MOTION: John made a motion that $1514 be taken from the Materials Budget to provide 10 additional hours staff time. All in favor. BUILDING Linnea discussed deficiencies in the furnace installation during the 1989/90 remodel that were Pointed out to her. She noted furnace repairs, including adequate surge protection, will made be billed after the first of the year so they can be covered by the 1997 budget. �f E • PERSONNEL Linnea noted substantial increase in medical insurance for exempt employees for 1997. She stated it will impact the budget by $600 to $2500 and asked for a recommendation to take to the City. She said discussion of the formula used should be done in Executive Session, which was called for the end of the. meeting. - COMMUNITY RELATIONS Orabelle spoke of the library rules Linnea brought back from the Public Library in Salem, Oregon. It was noted the Jefferson County Library rules for Meeting Room Use were included in material distributed to the Board Members. Orabelle said they need to call a Community Relations Committee meeting. OLD BUSINESS The Role Setting Exercise of the Library Development Plan was done at the conclusion of New Business. NEW BUSINESS Changes in committee assignments were made as follows: Community Relations Committee -- Bill Maxwell, Chairman; Orabelle Connally, Member Building & Grounds Committee — Sarah Muirhead, Chairman; Bill Maxwell, Member Budget Committee — Sarah Muirhead, Member EXECUTIVE SESSION Jody recessed the Board into Executive Session at 6:42 to discuss personnel matters. ADJOURNMENT The Board reconvened at 7:00 p.m. and was adjourned. NEXT REGULAR MEETING: Monday, November 25, 1996, 5:00 p.m. Carnegie Room