MEETING OF THE WILLIAM K. KOHRS MEMORIAL LIBRARY TRUSTEES
May 27, 2010
The Kohrs Memorial Library trustees met for their regular monthly meeting on Thursday, May27, 2010. In attendance were Chair David Gregory, Rose Marie Bradshaw, Randy Chong, and Sheila Thompson; library director Nancy Silliman; and incoming library director Kate Potter. The two sets of minutes from April 2010, and the April 2010 librarian’s report were approved as read. Sheila made the motion to approve and Rose Marie seconded it. It was noted that the circulation figures are up. Nancy explained that the large increase in usage for young adult nonfiction was due to a labeling system that makes it easier to track the collection’s usage. Nancy recently gave programs for two first grade classes visited the library.
The interviewing committee reported its business has concluded with the hiring of the new library director.
Nancy reported for the adult education committee. The spring 2010 programs, now completed, were largely successful. One problem cited was that of participants signing up for the programs, then not attending. One solution under consideration is to have participants pay all or part of the class fee in advance.
Sheila moved, and Randy seconded, that the bylaws be approved with a revision in Section 2 of Article IV. The revision states that standing committees will be appointed by the chair for one year, as the need arises. The motion carried.
Randy made a motion to approve changes to the public participation and public service policies. The public participation policy revisions will eliminate the reference to a “rear table” for the speakers’ form at board meetings. The public service policy will change the borrowing period for films to one month and the interlibrary loan charge to a flat fee. Sheila seconded the motion, which passed.
The trustees reviewed the library liability and property insurance. Coverage was deemed satisfactory.
The meeting room policy will be considered further at the June meeting. Possible changes include limiting a group’s reservations to three meetings at a time and eliminating any fees. Whether to continue to allow meetings for commercial or other profit-making purposes will be discussed, also. Fundraisers for non-profit groups will be acceptable, in any event. Nancy will obtain copies of other local meeting room policies before the next meeting.
The director’s evaluations have been reviewed by the Chair. Dave reported that Nancy’s cumulative evaluation is outstanding. One suggestion from the reviews was that more effective use of the volunteers would be beneficial for the library. Kate suggested that a staff member be designated the volunteer coordinator.
Nancy, Sheila and Rose Marie met to organize the summer reading program. The upcoming summer reading program, entitled Make a Splash @ the Library!, was outlined for the board. There will be weekly programming from June 23 through July 28. Dave said he was pleased to hear the Deer Lodge Fire Department will be providing a program. Nancy provided details about the reading log patrons will be encouraged to fill out. Completed logs will be used to enter readers into a drawing to be held at the end of the summer.
The in-coming director, Kate Potter, was welcomed by the board. Dave and Sheila signed a letter to allow change of the library credit card from Nancy’s name into Kate’s.
A number of maintenance issues were brought to the table:
· Leaking water pipe. The water pipe running from the building to the street is patched, but has not been replaced. Nancy will follow up with a reminder call to the city.
· Tinted plastic. Randy is planning to add the plastic to the high windows behind the circulation desk, so the area will be cooler in the summer.
· Basement women’s bathroom toilet. The toilet is running. Randy and Dave will take a look at the mechanism and acquire any parts necessary to fix it.
· Lights over circulation area. The lights continue to go on and off. Randy has updated the electrician on the situation. Kate will follow up with a call to electrician Bob Doland for further suggestions.
· Library lawn. Nancy reported that, at this time, there is no one to mow the library lawn. Numerous options were discussed: finding a volunteer to do it; hiring a service; asking the city mowing crew to do it. Kate will visit with Mayor Mary Anne Fraley to get her input regarding the situation. There is a lawnmower stored in the library shed.
The board is seeking a replacement for Diana Mann, who has resigned. A list of possible replacements was put forth for Dave to contact
During closing comments, Kate mentioned how welcome the community had made her and her husband feel. She also mentioned how helpful Nancy has been during the transition at the library.
The meeting was adjourned by the Chair.
The next regular meeting of the trustees will be on June 17, 2010.
Respectfully submitted,
Kate Potter (with Nancy Silliman), secretary
