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Library Board of Trustees and Minutes

Draft of the Minutes of the Regular Meeting

Lewistown Public Library, Board of Trustees               Thursday 8/19/2010

2:00 - 3:25 PM    Upstairs Meeting Room, Lewistown Public Library

Lewistown Public Library’s Mission Statement:

 

“The Lewistown Public Library provides free and equal access to quality materials and services, which fulfill the educational, informational, cultural, and recreational needs of the entire community.”

 

2:00 PM    Call to order -- roll call – Regular meeting of Library Board of Trustees was called to order by Carole Wicks, Chair.  Members present:, Carole Wicks, Tom Wojtowick, Blanche Chapman Nik Scebba, Marie Anderson Ex-Officio  Administrative Director: KellyAnne Terry. Visitors: Robert Witham, New-Argus.  Book Station Manager: Margaret Parodi, Recorder of Minutes: Joyce Swanz Excused: Mary Frieze

Joyce Swanz was appointed recorder of the minutes.

 

Revisions to the Agenda:  Margaret Parodi was asked to give her report after the Disposition of the Minutes so she did not have to stay for the entire meeting. 

 

Comments for the good of the Library:  KellyAnne has received good comments on the landscaping at the Book Station and mentioned that Jeremy Bristol and Jim and Kathy Harris have been great to work with on this project.  Carole Wicks commented that guests at her Bed and Breakfast have been using the Library and have reported that they find the staff very helpful and the atmosphere warm and friendly.    

 

Disposition of Minutes:Nik Scebba moved that the Minutes of the July 8 regular meeting of the Board and the minutes of the preliminiary and regular budget session meetings be approved as written.  Blanche Chapman  seconded and the motion passed unanimously. 

 

Book Station Manager Report: Margaret Parodi talked about the status of the Book Station roof.  She has received a bid from Lamb Construction which is considerably less than the original bid from John Sundelius.  The Lamb bid was $11,600, and with the work needed to be completed by Bob Valach (removal and disposal of a foot of the firewall) at $1870.00, the entire project would be $13,470.  There have been good referrals on Lamb’s work from several people.  Margaret proposed that the Friends of the Library could put up $6000 to help cover the work, she asked the Library to make up the difference.  Blanche if there was any way to patch or repair the roof to get through the winter and Margaret confirmed that this was not an option.  Tom moved to accept the Lamb bid and move forward with the project with the Friends paying $6000 of the work and the Library would pay for the remaining $7,470 out of the Library Trust.  The Friends would then repay this money back into the Trust as they earned it through the Book Sales and donations.  Blanche seconded the motion and it passed unanimously.

 

Financial Reports:

  • Tom moved to approve the Claims paid as presented.  Blanche seconded.  The motion passed unanimously.
  • KellyAnne received the Margaret Durham donation money from the Wells Fargo Investment group .  The amount was approximately $4200 and she deposited into the 2220 account under Contributions and Donations.  The Board determined that this was the best place to keep the money for now and apply it to the 2010/2011 budget.  Blanche commented on KellyAnne’s well-done presentation to Kiwanis.

 

Administrative Director’s Report:

  • Administrative Director’s Report accepted as presented.
  • Andy Bartlett has been helping with summer reading and working on a grant for the book bags for newborns as part of his early literacy program.  He is also working on a teen advisory council and it was suggested he be in contact with Jeff Friezen of the High School Library.
  • The Summer Reading Program had 324 kids signed up with 3,690 hours of total reading time. Nancy Bostrom really spearheaded a fantastic season.
  • Nancy Watts’ work on the Montana Memory Project has been recognized and and article was written about this in the newspaper.  People came into the library to thank her for all she has done in this capacity.
  • KellyAnne reported that Joyce Swanz has been working the circulation desk on Tuesdays and Thursdays and is fitting in and learning fast.  KellyAnne and Nancy Bostrom spoke with Cherelee Martin of HRDC on workers for the library and developed a method for Cherelee to evaluate the workers so they were best placed.
  • Landscaping is complete at the Book Station and Century is working to extend the irrigation pipe that they accidently poured concrete over during initial construction. 
  • There were two final candidates in the search for a Library Assistant II.  One has been offered the job and it will be determined by Friday if she is going to accept.  There were 14 total candidates and three were deemed to be a fit for the position. 
  • KellyAnne reported on her community presence – speaking at Kiwanis and attending the city and county commission meetings.  She tries to work the desk an hour a day and has been appointed to the Marketing Committee of the Montana Shared Catalog.
  • Montana Library Day is Wednesday, September 15th.  On this day people are encouraged to use their library and statistics will be kept to turn into the state for a full presentation to be compliled.
  • Tom reported that he and KellyAnne attended the Genealogy Society’s Potluck and KellyAnne’s mother also attended as she volunteers for the group.

 

Correspondence:

  • KellyAnne received a letter from the Montana State Library reminding her that she has four years from the time she becomes a new director to become certified with the state.  KellyAnne is currently 25 hours into the 60 hour program.

 

Discussion With The Public:  NONE

Communications:

  • Marie reported for the Friends of the Library.  Jim Hanson completed the upstairs entryway and did a wonderful job.  Marie stained the woodwork the previous Monday and new carpet will be put in and the old carpet removed.  The Friends made about $750.00 in their August Book Sale.  Marie proposed that a Donor and Volunteer Appreciation Day be scheduled along with a welcome for KellyAnne as new director.  It was determined that this could be a good tie-in with Montana Library Day so an Open House was set for September 15 from 5:00 – 7:00 p.m.  The Friends will provide appetizers and beverages.

 

Unfinished Business: 

  •  The budget will be an action item on the September 9th agenda.
  • KellyAnne asked Carole to contact Darryl Tuss regarding the drivet for the building exterior.  Carole said she would.

 

New Business: 

  • Montana Library Assocation Fall Workshop: September 24 and 25 in Great Falls, MT.  KellyAnne’s travel fees will be paid for by the State as she is a new director and she will be attending both days of the event.  Nancy Bostrom and Andy Bartlett will be attending workshops on Friday and Nancy Sackett will be attending a workshop on Saturday.
  • The state convention for Genealogy is also September 24 and 25.  They would like a tour and open house at the Library on the 23rd. 
  • The South Central Federation meeting is in Big Timber on September 18.  KellyAnne cannot attend this meeting due to a family conflict and Carole will attend in her place.
  • KellyAnne mentioned the campaign she is going to launch regarding Library Awareness.  The campaign is called “Yes to Know” and it will promote the Library and its services and needs.  She asked for a preliminary advisory committee, especially people who would be good advocates and spokespeople for the library.  Blanche volunteered along with Marie.  Names also mentioned to be asked on the committee were Mary Jo Hamley, Margaret Caldwell and Smith Works.  

 

Trustee Minute: Tom expressed his gratitude to KellyAnne for her work so far, as well as the Board for their enthusiasm and the Friends for their support and generosity.  Blanche will write a letter to the editor expressing a thanks to all those who helped with the landscaping and parking lot at the Book Station.  Marie expressed the need to thank Jim Hanson for all that he does volunteering at the library and she was proud of KellyAnne during the Kiwanis speaking engagement.  Carole thanked the Board for all their dedication to the Library.

3:25 PM Meeting adjourned.

REGULAR BOARD MEETING:  Thursday, September 9, 2010 at 2:00 p.m. in the Library Public Meeting Room.  

Respectfully Submitted,

KellyAnne Terry, Administrative Director


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