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HomeMy WebLinkAbout061091PORT TOWNSEND PUBLIC LIBRARY BOARD OF TRUSTEES Regular Meeting June 10, 1991 • Call to order 7 :15 I)m. Present: Howard - Chair, Watson, Mortenson, Steurer, Sidle; Director Shelton, DeJarnette- Staff, Jean Dunbar- Friends. Minutes of previous meeting were approved. Director; on elevator maintenance contract: collecting costs etc. no decision. Agreed with City Clerk to have Custodian's hours increased by 4 hours to 19 hours/ week. Discussed having custodian attend a Board meeting, for general understanding. Discussed roof shingles, lifting in wind; probably warm weather will help cement them down. With Beth, described plan to have Junior High class use Discover program. Friends - Anne described problems with IRS, late filing; Gooding -- Accountants - helping. Friends are giving Library $800. for children's summer programs. Sue recommends letter from Board of appreciation for gift. City Public Works Director, Bob Wheeler, described details of 'Capital Improvement Program'(CIP), regarding advance recognition and preparation for paying for large expenses: waste water, filtration, etc. Includes study of 'rates' -- service fees, which should include provision for future increased costs due to larger population etc. Concept of 'impact fees', for developments to pay their way, in part or all, as costs occur, rather than by bonding. Wheeler advised that the Library now is not included; expansion to deal with increasing population needs to be included. Discussion of which Library items would qualify: book collection is questionable; automation equipment; building expansion; branch library. Wheeler's conclusion: the Library should start getting its foot in this door. Sue asked about population projections. They are ongoing; one concept: if every possible lot in city limits had a house, could total 35,OOO souls. Lars asked about periodic large maiit inane costs - painting whole building, new roof. Now has to be paid from current budget, no way to build up and carry over for such jobs. Bob said can be set up as 'major rehab' -- method not elaborated. Bob advocates trays of building up funds rather than current procedure of issuing bonds. On New Director: discussion of some difference of opinion on meaning of 'public library service' in list of qualifications. Library Board position is a broad view, which allows several applicants t© qualify. The Board will have executive sessions on Director choice, as continuation of the present meeting, - -- MOTION, MSA: that when present meeting is adjourned, it will 'Adjourn to 8 am June 111, and thence to 8 pm June 11, and thence, if necessary, to 8 pm June 12. These executive sessions are part of the overall session starting 7 :15 pm June 10. • - 1 - BOARD OF TRUSTEES June 10, 1991 Bylaws: discussion of details, agreement on revisions. MOTION; MSA, to accept Bylaws as revised. On Meetings more thanimonthly: Gwen: meetings are too long when they include Committee reports; suggests short meeting to handle. Sue remanded of coming summer distractions; also extra meetings with new Director are likely; suggests postponing until all that attles down. Extra regular sessions have to be in paper. Lars mentioned possible tightening procedures. Agreed to postpone implementing until fall, probably Sept. Annual Report to City Council: discussion of format and content, some still to be written. Should be ready by end of June. Landscaping maintenance, now being done by volunteer. Maintenance heavier for first year than later. Items in Coni).ct (completion already approved), especially irrigation system, which is considered to be inadequate. Decision to send letter to Landscaper pointing this out, and recommending that he give thought to avoiding such short —falls in his future contracting. Directorts Resignation Date: Bev Pointed out that if she stayed past June 30 there would be extra severance pay item as budget expense. Although this may leave several weeks without official Director, Bev did not see this as critical. Interim Director would be Beth, with Carol Cahill as backup. It was agreed that Bev Would resign as of June 309 1991. Budget: 1992 draft budget, and request, needed by July 22, for presentation end of Sept.; will be affected by salary of new Director, not now known.. Sue advised that the Budget should begin to include CIP items; for future library needs to get into City agendas. Video Policy: on equipment being returned to Library from High School. New Committee is being formed, to make policy for approved use and users. Names were mentioned, to be contacted. Small —Room Reservations: Bev outlined use of rooms and extent of need for reservation system. No action taken. Puget Poorer Conservation Grants: Mike said Puget Power approved addition of storm window costs to total of grant. Mike detailed the costs split. Meeting was adjourned at 9:30 pm to 8 am June 11. E.P.Kaiser Mi.nuting Secretary 0 -2-