Lebanon Public Library Board of Trustees Meeting Date: March 11, 2013
Board President Jeff Gray called the regularly scheduled meeting of the Lebanon Public Library Board of Trustees to order on Monday, March 11, 2013 at 7:00 PM. Other members physically present: Sy Korte, Samantha Rogers, Miranda Wright-Kauffmann, Betty Willyard, Paula Gross, Susan Meister, Luanne Holper (Treasurer), and Kelly Wilhelm (Librarian).
Member absent: Rick Gale (Recording Secretary)
Susan Meister agreed to serve as Recording Secretary pro tem for this meeting
Guest Casey Andrew presented a check to the Library on behalf of the Lebanon Women’s Club. President Jeff Gray accepted the donation with gratitude.
The minutes of the February 11, 2013 meeting were approved as written
Librarian’s Report
The Librarian’s Report was submitted by Kelly Wilhelm and reviewed:
- – Lazerware will install the new computer this week, the second receipt printer and thetwo public access computers. The accounting software will be loaded and datatransferred.
- – The new card catalog computer will be a spare desktop with a new monitor near thefront of the library.
- – The new Polaris system is scheduled to go live on April 9. The system will be down fromApril 1-8. All the library staff has been receiving extensive training.
- – A software grant via Techsoup awarded 6 copies of Microsoft Office Professional 2013,valued at $4800Receipts
Receipts of $390.66 were reported
Bills
Bills were reviewed. Betty Willyard moved that the bills be paid; Sy Korte seconded. The motion carried.
Treasurer’s Report
Luanne explained the status of the budget. Next year’s budget has not been submitted as she is waiting for some additional information.
Old Business
- 1) After some discussion, it was decided that Board President Jeff Gray would be responsible for the monthly meeting agenda. He would send the final copy to Kelly Wilhelm for posting in the Library and to Susan Meister for posting to the website.
- 2) Susan Meister volunteered to join Kelly Wilhelm and Rick Gale on the technology committee. This group will develop technology plan for the Library.
- 3) A lengthy discussion ensured over the status of the Policies & Procedures for the Library. Miranda Wright-Kauffmann was especially concerned about policies for loan and return of e- readers. The group agreed to the following:a. Kellywillwriteaprocedurefore-readerstobereviewedandapprovedattheApril Board Meeting. She will use a sample policy from another area library as a guide.b. Atthesametime,Kellywillmakeavailabletherangeofotherpoliciesfromanarea library. She will prioritize key policies and procedures that need to be addressed for the Lebanon Public Library.
c. Miranda moved that board members will review all policies and procedures over the next 3-4 months, using time at the end of each meeting to finalize them. Jeff seconded. The motion was approved.
d. Thereviewofpoliciesandprocedureswillbeaddedasalineitemtotheagenda.
- 4) Some Board members expressed concern that there is no written agreement between the Library and the City of Lebanon, which rents the space to the Library. It was agreed that after the local election in April, Jeff Gray and Sy Korte would sit down with the mayor to develop a Memorandum of Understanding that would include the following:
- TheamountofrentwouldbegiventotheBoardnolaterthanFebruary28.
- Define“timelyrepair”ofbuildingissues.
- Clarify the contact person for building issues and an appeal process if concerns arenot addressed.
- Buildingusepolicyi. Restroomaccessandsupply
ii. Buildingaccessformeetingsandafter-hoursusageiii. Backhallwaystorage
- 5) Jeff Gray will request that the Mayor confirm Samantha Rogers as a Board Member.
- 6) A lengthy discussion ensued about the Library website. It was decided that a letter would be sent to Al Gerdes over Luanne Holper’s signature requesting that he send an invoice by April 1 to be paid by the end of the fiscal year (April 30). At the same time, Al will be asked to supply backup copies of the site and any passwords. In addition, he will be asked if he would be willing to be backup administrator in a volunteer capacity.Miranda requested that Kelly order a decal with the website address to be displayed in the front window, and to include the website in her weekly Advertiser column. Analytics were turned on February 11, and they need to run a while to get some sense of web traffic. Kelly will produce a report for next meeting.
New Business
Kelly was notified by Lazerware of a need to update antivirus software. She recommended no action be taken at this time.
The meeting was adjourned at 8:08 PM
Submitted by Susan Meister, Recording Secretary Pro Tem