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HomeMy WebLinkAboutLibrary Board Meeting Feb. 12 2019Library Board Meeting Minutes February 12, 2019 Present were Board members Stephanie James, Leticia Gaucin, Debbie Gallaway, and John Hightower. Also present were Jeff Johnston, City of Plainview Community Development Services, and Barbara DeBerry, President of the Friends of the Unger Memorial Library organization. 1. The meeting was opened with a welcome from the Librarian, Cynthia Peterson. Minutes from the previous meeting, dated October 9, 2018, were read. Move to accept the minutes as presented was given by Stephanie James, seconded by John Hightower, and approved by acclamation. 2. Peterson presented the newly revised version of the Computer, Internet, and WiFi Use Policies and Procedures. [NOTE: A copy of the revised policy had been mailed to the Board members prior to the meeting for review.] The main changes made to the policy are in the format and style of the presentation, not so much in content. However, the section on violations and consequences was given more attention since some changes had been made in this section of the policy. Some concerns were voiced and suggestions made for revision consideration. Peterson said she would rewrite this section then present the new version to the Board members and go from there towards approval of the new version. 3. Peterson reviewed several of the projects that remain incomplete, are ongoing, have been completed since the last Board meeting, or are futuristic and how some of them may affect the library's budget. a. External building foundation repairs on the south, west, and east sides of the library have been completed and have shown positive results (i.e. no more leaks have been observed on the inside of the building and foundation protection is not being affected as before). The repairs on the north side have yet to be monetarily approved. b. The upgrade to the elevator operating system has been approved, but not yet scheduled. c. An electrical upgrade is becoming necessary at the circulation desk to insure the safety and proper operation of all the electrical equipment housed there. An estimate is in the works for this project, then it will need to be approved and scheduled. d. A plexiglass partition is going to be installed around part of the circulation desk counter to aid in directing the flow of services to one specific area and to assist in higher security for City monies and the staff. The materials have been ordered, but the installation has yet to be scheduled. e. A cash register and a safe have been purchased to increase the security of City monies and other items. The register can be programed to provide documentation for specific money transactions for various City accounts, as well as, printing out a receipt for patrons making payment on their account or for copies. f. The west wall nearest the elevator in the basement that has been damaged over the past several years due to leakage around the foundation is in the process of being repaired since the foundation repairs have been completed on this side of the building. g. Peterson expressed the need for more shelving space in order to increase the collection. One solution offered was the addition of shelving to the rows in the fiction area. These rows are shorter than the ones used in the nonfiction area; therefore, if the additional shelving were installed, it would be enough to house an increase in the collection, at least for the time being. Future shelving additions may need to be considered at a later time. Peterson pointed out that additions to shelving can be costly. h. The Board was informed that the old DOS cemetery record data base has not been working very efficiently due to the age of the program and its inability to work well on computers that have the newer, updated systems. City IT department head, Isauro Gutierrez, has been looking into comparable data bases and found one that can be customized. The initial cost is around $25, 000 with an annual operating/maintenance/backup/cloud fee of around $1,400. Each specialized customization may incur a small additional fee. Peterson reported to the Board she is seeking assistance with these costs through grant funding and possible local and county communities support. Library Board Meeting Minutes February 12, 2019 Page 2 i. OverDrive has been decided on as the data system for borrowing eBooks and audiobooks available through the library's new membership in the West Texas Library Consortium. j. Peterson shared with the Board she is looking into possible options, services, and costs for the use of digital cards. She explained these cards would only allow patrons to use our OverDrive services without having to come to the library to apply for a library card. The digital card could not be used for borrowing materials from the library. 4. Peterson announced to the Board that the library participated in the City's departmental Christmas tree decorating contest in December and won second place. 5. The Board was provided a statistical report for October 2018 to January 2019. 6. Summer Reading Club programs for June are being scheduled in preparation for the annual event. This year the librarian is going to add some teen/adult programming which will be scheduled at times different than the programs for the younger children. The theme for this year is "A Universe of Stories." 7. Barbara DeBerry presented a report on the upcoming Friends of the Library Book Sale. This year the Friends will be giving away a canvas book bag with the Friends' logo to the first twenty-five who purchase membership cards. Their annual meeting is scheduled for Friday, March 15 at 4:OOpm. Book sale setup will begin immediately following the meeting and continue each library business day until completed. Book Sale Schedule: Friday, March 22 1:00 to S:OOpm members only Saturday, March 23 9:OOam to 4:OOpm open to the public Monday, March 25 9:OOam to 4:OOpm bag sale 8. Debbie Carlton, Library Administrative Assistant, provided a blood drive report. In November the event was held on two consecutive days, which was the first time the two-day scheduling was tried. Many patrons and technicians stated they liked the two-day event, so it may be tried again sometime in the future. The next blood drive is scheduled for Tuesday, May 21 from B:OOam to 5:30pm. The meeting was adjourned at 5:10pm. The next Library Advisory Board meeting is scheduled for Tuesday, May 14 at 4:OOpm. Submitted by Debbie Carlton, Adm. Asst.