Library Board of Trustees

LIBERTY LAKE MUNICIPAL LIBRARY AGENDA-MINUTES BOARD OF TRUSTEES MEETING MARCH 7, 2013 SPECIAL NOTE: see minutes for monthly meeting time change *italicized items to be placed on next month’s agenda and discussion and/or action occur; some italicized entries indicate a board member task MEETING CALLED TO ORDER : 6:31 CITY REPRESENTATIVES PRESENT: Pamela Moegen - Library Director; Katy Allen - City Administrator; Keith Koppelson - City Council representative BOARD MEMBERS PRESENT: Linda Dockrey, Mary Ellen Steen, Lu Embrey BOARD MEMBER ABSENT: Pat Lutzenberger, Board Member MINUTES: Motion to approve the minutes made by: Mary Ellen Steen Second to approve the minutes made by: Lu Embrey Result: approved unanimously PUBLIC COMMENTS: no comments MAYOR’S COMMENTS-STEVE PETERSON: no comments CITY ADMINISTRATOR’S REPORT-KATY ALLEN: 1. Application from a potential new board member should first go to the mayor who would interview the applicant and make a recommendation to City Council. The search for applicants is continuing. 2. Invited board to present Library Annual Report by Board of Trustees March 19 or April 9. Decision on presentation date to be made at next board meeting. 3. Review of Roles and Responsibilities of Library board based on City policy. a. Maximum time a person may serve is 10 years. Each person serves for 5 years. When a vacant position arises a board member serves the opening term and then another 5 years. Pamela will share a document of the term length for each Board member at the April Board meeting.  b. Extensive review on City Policy G: powers and duties as determined by City policy This document needs to be placed within a Master Policy Handbook for the Liberty Lake Library Board. 4. May 16, 2013 from 3:00-5:00 pm Open House will be held by the City. The Library will have a booth as well as other community representatives. Making cards at this event is being considered. This responsibility requires discussion at the April board meeting. 5. March 15 community reps will be interviewing for a completion of a new City website. A public wi-fi is to be considered. CITY COUNCIL REPRESENTATIVE-KEITH KOPELSON: 1. Recommended highly e-blast for survey tool. LIBRARY DIRECTOR’S REPORT-PAMELA MOEGEN 1. A patron offered an Animae workshop to 6th8th graders. Animae is a Japanese cartoon art form seen mostly in graphic novels. Plans for this workshop are in the planning stage. 2. A donation of Legos has been provided by a local church. 3. The three computers in the library now contain varying content such as collections, county park and rec info and scheduling. Putting the various information on the computers represented an effort to decrease excessive posters and notices throughout the library. 4. The Edible Books event will take place Saturday, March 23, 2013. Participants are asked to make something edible that relates to something being read. Projects should be brought in the preceding Thursday. FOLLML REPORT: MARY ELLEN STEEN * There was not a quorum at the most recent FOLLMLO meeting so decisions were delayed. Participation in this group has recently decreased. 1. A signed Memorandum of Understanding between the library Friends and Board is available from Pamela. Mary Ellen will facilitate this being provided to the Friends group. 2. Merlot and Van Gogh at Twisp was a success…greater than the book sale. 3. Spring Tea tickets will be made by Lutzenburgers. The tea will be held from 12:00-2:00 pm on April 27, 2013. 4. Discussion by the Friends group revolved around possibly eliminating their web site. A decision on this will be made at a future meeting. FOUNDATION REPORT: Pamela Moegen 1. Dan Pringle will represent Pamela in the future meetings of the Foundation group. The group meets the first Wednesday of each month from noon to one at the library. 2. Completion of the tile project is estimated to be the end of March, 2013. 3. Two benches, an additional bike rack as well as enhancing the concrete walk are being considered. 4. The group’s goal is to make the Library a destination point in the community. The committee had multiple ideas to make this happen. Future discussions will occur on this topic. CITY COUNCIL REPORT: no report STANDARDS OF SERVICE PROJECT – RESOURCES AND COLLECTIONS: 1. Pamela shared her recommendation for Collection Standards using parts of the Wisconsin Model which was developed in 2009. When the Wisconsin standards were developed, e-books did not exist. Thus, the guidelines are somewhat dated. 2. Based on the Wisconsin Resource and Collection Standards-per capita model:  a. The Liberty Lake library is at 82% of the criteria for the basic level. There are 3 levels…basic being the lowest. Periodicals are at 35% of basic. Videos are at 47% of basic. b. Using the per capita model, the basic standard is at $2.05 and the library is at $3.75. c. Eleven point seven (11.7%) is recommended for the amount to be spent on collections from the total library budget. The library expends currently 7% of total library budget for collections d. Library board members will review Wisc and Maine; with Maine as the foundation. The goal of this review is to become familiar and make recommendation on a criterion-referenced collections (as possibly contrasted with the per capita model). Pamela presented a data-driven standard. A recommendation from both reviews should be discussed and decided upon, possibly at the next board meeting. BEST SMALL LIBRARY AWARD (BSLA): 1. Pamela shared a report on the most recent winner. It was noted that this was a library that had done a great deal with minimal support. STRATEGIC PLANNING: 1. Pamela reported that advertisements for an ad hoc advisory committee had been placed. There were no responses to the advertisement. Pamela will consider readvertising at a time more likely to garner a response. PUBLIC MEETING BY- LAW: 1. Include as is under Liberty Lake by laws with technical edits; moved by Lu Embrey seconded Mary Ellen Steen; approved. This document is recommended to be included in a Master Library Policy book. BOARD MEMBER VACANCY: no decision OTHER BUSINESS: A. Annual Report to City Council by the Library Board: Pamela will send document for us to review, Mar 11 at Twisp at 9:00 am. B. New Meeting Time: April 4 at 10:30-12:00. EXECUTIVE SESSION: Annual Board Evaluation of Library Director NEXT MEETING: April 4 at 10:30 am, 2013. ***NOTE: time chang . MEETING ADJOURNED: NEXT MEETING: SUBMITTED BY: Lu Embrey END OF MEETING TIME ADJOURNED: NEXT MEETING DATE: