The Bettendorf Public Library Board of Trustees met in the Elizabeth Malmros Conference Room at 4:30 p.m. Those members present were Harrison, Brandtner, Laas, Voigt. Hartsock entered at 4:45 p.m. Absent were Cruise and Korndorf. Staff members present were Clow, Madesian, Martin, Barrett.
President Harrison stated that if there were no additions or corrections to the Agenda, it would stand approved.
President Harrison stated that if there were no additions or corrections to the Minutes of the January 6, 2000 meeting, the Minutes would stand approved.
Board members initialed justification sheets and checks were signed for this monthís Board bills.
President Harrison asked if anyone wished to speak during the Public Forum portion of the meeting.
Two women from The Discovery Shop, Brenda Bisbach and Kim Smith, spoke to the Board requesting the Board allow them to use the Bettendorf Meeting Room for a fundraiser. They explained that no money would exchange hands in the building. Painted chairs by local artists would be presented for viewing and bidding. Actual collection of the bids would take place off premises. The current Meeting Room Policy prohibits fundraising, so the Board would have to make an exception if this event were allowed. After a lengthy discussion and realizing that a precedent would be set if this event were allowed, the Board determined that the Community/City Relations should review the Meeting Room Policy.
On motion by Brandtner, seconded by Laas, that the Board make an exception to the Meeting Room Policy by allowing the Discovery Shop to hold a fundraising event on May 10 and that the Community/City Relations Committee review the Meeting Room Policy. Vote: Ayes: Harrison, Brandtner, Hartsock, Laas, Voigt. Nays: None. Absent: Cruise, Korndorf. The motion carried.
Dennis Ellett and John Grimm of the Information Services Department of the City provided an overview of the GIS program (geographical information system). The program is a work in progress, but the presentation allowed the Board to see such features as the aerial view of the library (pre-renovation), individual parcels of property including a picture of the home on that parcel, and an area map showing all the residences that are Bettendorf Library cardholders. The Information Services Department will be the keeper of this program; the various Departments of the City will determine how much of this information will be made available to the public via the Internet.
The Director passed around a folder of correspondence.
The Director presented the Board with copies of the current fiscal report. The Director also informed the Board that the library has received two checks from the Novel Caf . For December the library received a check for $427.99 based on sales of $7,133 and a check in January for $532.45 based on sales of $8,874.
Scott Voigt reported for the Community/City Relations Committee, stating that the committee had been asked to review a request from Maria Wegscheid to allow the library to close for a portion of the day on July 15 to allow staff to attend her wedding. Voigt explained that the committee very much wished to allow the library to close, but because the wedding was at 2:00 p.m. the library would be required to close for several hours to allow staff time to travel to and from, as well as attend, the wedding. Therefore, it was the recommendation of the committee to not allow the library to close on that day. A copy of the letter sent to Maria was provided for the Boardís review.
On motion by Voigt, seconded by Brandtner that the Board deny the request of Maria Wegscheid to close the library during a portion of the day on July 15. Vote: Ayes: Harrison, Brandtner, Hartsock, Laas, Voigt. Nays: None. Absent: Cruise, Korndorf. The motion carried.
Sara Hartsock reported for the Employee Appreciation/Recognition Committee stating that she had informally presented the proposed employee scholarship program to staff at a staff meeting in January. Some of the questions from staff included the requirement that the employee work a minimum of twenty hours per week and that the rating from the last evaluation be at least a four. After reviewing the draft the committee concluded that the twenty-hour per week requirement be removed and the evaluation rating be changed to a 3.5. The employee(s) would apply for the scholarship by September 1 and the committee would review the applications and the person(s) chosen would be presented with the award at the Employee Appreciation Dinner in October. It is hoped that Norm Kelinson could be present at each of these award dinners. In discussion Board members questioned whether or not the scholarship should state that the funding would be provided from the Kakert interest. In further discussion, the Board discussed whether or not the scholarship would appear to provide more of an annual honor if only one person were to receive it, rather than allowing it to be split into multiple awards, thus possible diminishing the intended honor. The Director will prepare a complete package for the Board's review at the March Board Meeting. When the scholarship criteria is complete, the Director will visit with Mr. Kelinson to explain the wishes of the Board to honor his many years of service and a media presentation providing information about the scholarship will be arranged.
There was no report from the Intellectual Freedom Committee. The Director noted that she received a copy of a letter sent to the Bettendorf Chamber of Commerce from the Quad City Chapter of the Jewish Federation that expressed displeasure that the Bettendorf Library would have copies of a Christian Business Directory located in the library. The operator of the Novel Caf joined the directory and by joining, would receive complimentary copies of the directory. The Director stated that she had not seen any of these directories actually displayed in the caf .
No report from the Personnel Committee.
No report from the Planning Committee.
The Director reported for the Library Fund, discussing the recent change in the number of Library Board representatives required. Previously, the Library Fund stated that there would be three Board of Trustees on the Library Fund Board. With only seven Board members, it difficult for three of them to represent the Fund. Therefore, the Fund has changed this requirement to one trustee. After discussion, it was determined that Tom Cruise would remain the representative. If he is unable to attend an upcoming meeting he will contact either Kathy Brandtner or Dick Harrison as alternates.
Staff person Gina Barrett reported that the Friends of the Library are currently working on their annual membership drive. Over 2000 letters inviting both current and potential members to join the Friends will be mailed within the next week. At the February Friends meeting over $1500 in programs and materials were approved for purchase by the Friends. President Harrison asked Barrett to convey the Boardís thanks to the Friends.
The Director reported that the Bylaws ad hoc committee met and discussed the current Bylaws. It was the committee's recommendation that the Bylaws remain as written. The question concerning the election of officers in June, with new members coming on in July was addressed. Members who would be leaving the Board after the June meeting would not be elected and anyone who would be taking office in July would most likely be considered too new to hold an office during that first year.
The Director updated the Board on the proposed 2000/2001 budget. There have been two budget sessions so far, with up to four more upcoming. Before the budget sessions began, the Director was requested to cut $7,000 from operating costs. Of the remaining proposal nearly all was recommended by the City Administrator for approval. In capital costs the library had requested several new computers, a copier, a fax machine and restoration of the materials budget, which was reduced in last year's budget. However, no recommendations for new personnel were approved. The Director has spoken with the City Administrator and he empathizes with the staffing difficulties and agrees that with no additional personnel some redirection of services may have to occur.
As a result of the recommendation for no personnel, the Director has been attempting to find ways to offset the increased workload for library employees. She drafted a memo to the Board providing possible solutions to redirect personnel hours to cover the necessities. After discussion, the Board determined that a copy of the memo should be sent to the City Administrator and the chair of the Community/City Relations Committee, Scott Voigt, contact him as a follow up to address any concerns either the Board or the administrator might have.
The Director provided the Board with information on the upcoming Iowa Legislative Day on February 22.
The Director also updated the Board on the upcoming requirement to become an OCLC library. This process will start in the fall and be completed in early 2001. The Director has visited with the cityís Finance Director about budget increases for this in the future. The first year, since it will not be budgeted, the library will most likely use additional funding such as Open Access to cover costs until it can be budgeted.
Staff person Carol Scharff provided the Board with a brief overview of how Channel 13 operates, the booking of ICN programming in the library and updated them on the use of the two types of e-books the library owns and how they can be utilized by patrons.
President Harrison provided the Board with copies of a report he prepared outlining his attendance at the ALA Midwinter Conference.
The Director informed the Board that children's author Andrew Clements will be in the Quad Cities next week and will have a program at the library on Monday, February 14 at 7 p.m. He is the author of a most popular juvenile book entitled, Frindl.
Board Member Voigt suggested that if any communications upgrading is done in the future, the Malmros Room should be provided with Internet capabilities.
Karen Madesian informed the Board that she has hired Chris Vens, a current on-call Library Aide, to fill the full time Library Clerk position. Madesian also informed the Board that former Circulation Services Manager, Peggy Burkhead, who had worked for the library for 29 years, retiring in 1990, passed away on February 6.
As there was no further business before the Board at this time, the meeting adjourned at 6:30 p.m.
Respectfully submitted,
Kathy Brandtner
Secretary
