LIBRARY BOARD OF TRUSTEES

LIBRARY BOARD OF TRUSTEES MEETING MINUTES - FINAL Thursday, June 25, 2015, 5:00 PM 625 NE 4th Avenue I. CALL TO ORDER The meeting was called to order by Chair Carolee Dewars at 5:08 p.m. II. ROLL CALL Present: Chair Carolee Dewars, Vice Chair Julie Anne Hill, Laura Felter and Jennifer Colbert Excused: Secretary Michael Buzan Also present were City Council Liaison Bonnie Carter, Library Director David Zavortink, Assistant Library Director Linda Swenton, Youth Services Librarian Ellen Miles and Library Support Assistant Diane Skinner. III. NON-AGENDA ITEMS A. Trustees Nothing reported. B. Staff Chair Dewars moved the non-agenda items up and Ellen Miles, Youth Services Librarian was introduced. Ellen updated the Summer Reading Program, noting that 1,660 kids, 294 teens and 115 adults have signed up so far and explained how much is spent by the FFCL on the program. She explained that she did more school visits this year, doing smaller groups at a time, which seemed to be helpful. There are movies every Wednesday afternoon so hopefully that will help the Farmer's Market. The FFCL received a grant from the CA/WA Community Chest to pay for programs and books for the Summer Reading Program. Congratulations to Ellen on her being voted as Employee of the Year for the City of Camas! IV. EXPENDITURES APPROVAL A. The approval of the expenditures for April 2015 and May 2015 The expenditures were approved. V. APPROVAL OF MINUTES A. The approval of the meeting minutes of May 7, 2015 The minutes were approved. Page 1 VI. COMMITTEE & LIBRARY AFFILIATE REPORTS A. Advocacy What is advocacy and what does it entail? David explained that everyone does advocacy anytime they have the opportunity. The library will be in the city tent during Camas Days which could give the Trustees an opportunity for advocacy. Julie has a friend in the school district who is working with the Share House and wonders if they could contact someone at the library about finding books for the program. B. Policy Need to set a time for the next meeting. C. SSGS The Second Story Gallery Society met a couple of weeks ago and are starting the process to get applications for the 2016 shows. They will have a tent at the upcoming Vintage Fair in Camas. The First Friday reception for Keith Russell will be held on Friday, July 10 from 5-7 pm. D. FFCL Julie attended the June Friends & Foundation meeting. They discussed the software that records donor information and book sale changes. She noted that there are some issues that need to be resolved with the group. Their next meeting will be on July 15th at 6:00 p.m. VII. COMMUNICATIONS RECEIVED There were no communications received. VIII. PUBLIC COMMENT ON AGENDA ITEMS No public was in attendance. IX. LIBRARY DIRECTOR'S REPORT A. June, July and August statistics The May statistics were noted in the handout. X. ACTION ITEMS A. 2015-2016 BUDGET UPDATE RECOMMENDED ACTION: Discuss the budget outlook and possible remedies. David went over the handouts. He noted that the state may be cutting or eliminating revenue sharing with cities. Camas will have one annexation this year but the other one will come later. David has been looking at ways to cut the budget and one thing he came up with is to cut the $5,000 in the strategic plan fund. In 2016 the council will look at the decision packages as ways to trim the budget. Page 2  B. 2014 ANNUAL REPORT RECOMMENDED ACTION: Review and discuss the distributed report. A handout with the hightlights of the 2014 annual report was noted. C. FEE FOR REPLACING LOST CARDS DETAILS: The library used 2500+ cards in the last year but only 886 new Camas patrons were registered. Discuss the pros and cons of a charge to replace lost cards. RECOMMENDED ACTION: To set or not to set fee. There was a discussion on setting a fee for replacing lost library cards. A motion was made by Chair Dewars to not set a fee until it becomes an issue, seconded by Felter, that this motion be approved. The motion passed by the following vote: Yes: Chair Dewars, Vice Chair Hill, Felter and Colbert Excused: Secretary Buzan D. LIBRARY MISSION STATEMENT AND VISION STATEMENT DETAILS: Review the current mission statement and revise. Discuss the vision for the library over the next five years and begin to craft a vision statement. RECOMMENDATION: Create draft statements for adoption at future meeting. This item was tabled. E. STRATEGIC PLAN DETAILS: Discuss composition of committee, schedule, tools, consultants, etc. RECOMMENDED ACTION: Complete this part of the planning process. This item was tabled. F. MEETING SCHEDULE DETAILS: Discuss regular and special meetings for the rest of 2015. RECOMMENDED ACTION: Set meeting dates for summer and fall. The following dates were discussed as meeting dates for the rest of the year: July 30 or Aug. 6; Sept. 3; Oct. 1; Nov. 5; and Dec. 3. David will send out the list to everyone so they can check their schedules to see if they can make the meetings. XI. PUBLIC COMMENT ON NON-AGENDA ITEMS No public was in attendance. XII. NEXT MEETING A. Date: Oct. 1, 2015 B. Topics: Library Mission Statement and Vision Statement, Strategic Plan Page 3 XIII. ADJOURNMENT David noted the handout - "What the Library Promises and Provides" before the meeting was adjourned. NOTE: The Camas Public Library welcomes and encourages the participation of all of its citizens in the public meeting process. A special effort will be made to ensure that a person with special needs has the opportunity to participate. For more information, please call 360.834.4692 BOARD OF TRUSTEES 2015 GOALS *Board Retreat for Strategic Planning *Review and Revise Trustee Task List *Educate Trustees on Library Staff and Operations Page 4