JOHNSTON LIBRARY BOARD OF TRUSTEES

MINUTES

December 18, 2008

The Johnston Public Library Board of Trustees met for a regular meeting at 5:30 pm on Thursday, December 18, 2008 in the Archive Room.  Present were Taena Fowler, Shirley Weuve, Steve Scott, Dennis Schuessler, Ellen Jessen, and Director Willona Goers.

Staff Guest

Due to inclement weather the visit from our staff guest, Sheryl Start, was postponed to the January meeting.

Approve Agenda

The agenda was amended to add a discussion of the proposed changes in the FY09/10 budget.  Steve Scott moved approval of the agenda.  The motion was seconded by Ellen Jessen and unanimously approved.

Citizen Comments

Thank you notes were received from State Librarian, Mary Wegner, as well as four different library users.  We also received two thank you letters related to the Holidays in Johnston event on December 6.  The State Ombudsman sent a form letter with details on the Open Meetings law for all Iowa library directors and trustees. 

Library user, Gail Russ, sent an email concerning the book, And Tango Makes Three.  Library Director, Willona Goers, has already responded to the patron.  A letter will also be sent to Ms. Russ on behalf of the Library Board.

Meeting Minutes  

Steve Scott moved approval of the meeting minutes of November 20, 2008.  The motion was seconded by Dennis Schuessler and unanimously approved.

Approve bills

Library claims for the month total $18,455.80 with city back charges of $4,755.29.  Steve Scott moved approval of the bills, Ellen Jessen seconded the motion and it was unanimously approved.

Approve FY08/09 Budget First Amendment

The first amendment for the current year budget was discussed.  The bottom line remained the same, but funds were shifted wherever possible to increase the library materials line items and adjust several personnel-related line items.  Steve Scott moved approval of the FY08/09 First Amendment.  The motion was seconded by Dennis Schuessler and unanimously approved.

Approve Changes to FY09/10 Budget Request

Based upon City Council guidance at the December 9, 2008, budget worksession, department heads were asked to revise their FY09/10 budget requests to restore current staffing levels.  This revision changed the library’s FY09/10 budget request to $1,042,347 plus funds from the Library Trust.  Steve Scott moved approval of the FY09/10 budget request revision.  Dennis Schuessler seconded the motion and it carried unanimously.

Interlibrary Loan Policy

The Board reviewed the current Interlibrary Loan (ILL) policy, along with a recommended revision to continue to provide ILL at no charge to Johnston residents and residents of governmental units that contract for service from the Johnston Public Library.  Effective March 1, 2009, Johnston Public Library cardholders who are residents of other communities will be asked to obtain their ILL services from the local library in the town of their residence.  Steve Scott moved approval of the Interlibrary Loan Policy changes.  The motion was seconded by Dennis Schuessler and unanimously approved.

Budget and Finance

As of November 30, 2008, total expenditure was $420,244.29.  With 41.66% of the year having passed, spending represents 40.18% of the operating budget.

As of November 30, 2008, the Library Trust had a balance of $53,881.69.  The $25,000 transfer was made from the Trust to the operating budget during the month of November.

Monthly Statistics

• Circulation for the past month was 21,154, an 8% increase over November of last year.
• The number of library visits for November was 10,447, which is 11% higher than last year at this time.
• Program attendance was up 49% over last November, due to an increase in the number of programs offered and the attendance at each program.  A total of 847 people participated in library programs in November 2008.

Director’s Report

Inter-governmental Contract Updates:

• The Metro Library Association contract is in the editing phase at the present time. 
• No further response has been received from the November visit with the Polk County Administrator concerning the Polk County arrangements.

Grant Update:

• The International City/County Management Association (ICMA) has teamed with the Gates Foundation on a competitive grant possibility for innovative cooperation between public libraries and their city governments.  The grant application deadline is January 9, 2009.  We are looking at a possible video-over-Internet application for library and city use.

Staff & Training Update:

• Karalee Jones, one of our part-time Youth Services staff members, resigned in December.  We also have a pending move from part-time to substitute for Missy Schwebach, a Circulation Clerk.  We are making significant temporary scheduling and coverage changes in order to fill in until we know what the FY09/10 budget decisions will be.

Building & Grounds:

• The signage on Merle Hay Road to point to the Library is being replaced in order to be more readable.  In the meantime the universal library symbol sign has been posted again on Merle Hay Road.

Public Relations & Networking:

• Holidays in Johnston 2008 was a great public relations/networking event.  It involves the cooperation of several city departments, school groups, and community organizations.  We estimated that 550-600 people attended the event on December 6.
• The summary report of the 2008 Community Needs Assessment will be released in the next few weeks.  We will report on the comments about the Library at the next Board meeting.  Willona was involved in many aspects of this project as a member of the Johnston Community Education Resource Council.
• The Library served as a Project Share location again this year.  Project Share is coordinated by the Johnston Community Education department, and gives community members the opportunity to purchase gifts for children in our school district.

Technology, Telecommunications, Networking:

• The Java version of Sirsi, our integrated library system, has now been loaded on all the staff computers.  An orientation and hands-on training have been done.  We plan to “go live” with the new version in January.  We will now renew our investigation of an express check capability for library users.
• The Johnston Historical Society informed us that the digitized version of our past Johnston newspapers in now available online.  We will make the link from our website and will publicize the availability jointly with the Historical Society.
• Maurine Myers and Willona Goers met with other city departments and Foth Engineering to review the fiber optic project that will link city offices.

Foundation Report

The Foundation officers met in December and reviewed the revenue and expenses for the remainder of 2008.

Trustee Comments

Steve Scott asked about the Foundation’s interest in fundraising activities for the coming year.

Adjournment

Ellen Jessen moved adjournment of the meeting.  The motion was seconded by Dennis Schuessler, unanimously approved and the meeting adjourned at 6:15 pm.

Ellen Jessen, Secretary