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2008 10-16Library Advisory Board October 16, 2008 Members Present: Rick Andrews, Kemp Burdette, Bettie Harrison, Mary Hatcher, Jacqueline O’Grady, Paul Walker Staff Members: Harry Tuchmayer Asst. County Mgr.: Absent Friends of the Lib: Janice Milligan Absent Members: Tami Hinshaw, Eleanore Lipscomb-Warren, Conrad Luhmann, Marilyn McConnell, Frank Oddo, Gwen Rohler Meeting began at 2:30 PM Public Comment & Agenda review: No public comments this month. The October Agenda was approved. MINUTES: September minutes should have read “can hold” vs. “is holding”: Mary Hatcher reported that Ann Marie with the State Library can hold a conference on How To Be An Effective Library Trustee. September 2008 Library Advisory Board Minutes were approved with correction. CORRESPONDENCE: There were three comments cards left by patrons of the Library. These cards were reviewed by all board members. In addition, we did also receive comments that were phoned in. Issues covered were as follows: The Library sometimes has issues with patrons o?n cell phones. All efforts to discourage cell phone use in the library are applied. Computer Labs are available to the public. Although there are filters on these computers to prohibit pornography, some sites such as My Space do allow patrons to view photos that may be deemed inappropriate to others in the lab. If a patron is caught viewing inappropriate material their computer access is interrupted and they are asked to exit the lab. The parking deck at main was extremely crowded last week due to the overflow parking from the McCain rally. This became an issue when the public was exiting the deck. Library security did walk the deck and advise the public of the delay and asked them to remain patient. The Northeast branch is seeing an excess of homelessness since the expansion of the bus routes. Security may be a requirement in the future. The Library will be requesting that the NHC Parks dept. move the benches in the park outside of the entrance to the Main library to disperse the loitering crowds. This will allow the public a clearer entrance into the library. DIRECTORS REPORT: Harry Tuchmayer distributed the October Director’s report. In addition to the report, Mr. Tuchmayer highlighted the following topics: The library staff has finalized our draft portion of the RFP (Request for Proposal) for the new ILS program. The draft will be forwarded to the IT department for completion. The program will be grant funded. Our timeline is to send out the completed RFP the first week of November. A response will be due back in 30 days. Since October 1st, the Admin staff has been booking all meeting room in the new meeting room software, Evance Solutions. During the initial start up, access to the program by the public was denied. This allowed the staff the opportunity to work out any issues with the program. Today, 10/16, the software was made public from our website. We have already had two registrations submitted. Phyllis Smith, head Reference Librarian, and her staff have come up with some great ideas to further promote the Foundation’s John Du Bal event. They will be holding book discussions and other activities. The Director’s complete monthly report will be attached to the minutes. FRIEND’S REPORT: Friend’s President, Janice Milligan, reported that the Friends of the Library’s Booksale was a huge success. Rita Lewis and her crew did a wonderful job of organizing the sale. Together they raised $50,641 for the library and beat all past Booksale figures. Currently, the Friends are working on their budget, a new website, and creating more efficient committees. They have also agreed to assist the Foundation by working with them on the John Du Bal event. The Annual meeting will be held at the Main Library on November 13th at 7pm. NEW BUSINESS: Ad Hoc Committee Mary Hatcher asked the Board if they would be interested in establishing an Ad Hoc Committee to deal with Advocacy. Janice Milligan, with the Friends, stated that they have an Advocacy Committee and would be interested in working together with the LAB on issues. After discussion, the board agreed to establish the committee and Bettie Harrison and Rick Andrews volunteered. Mary will contact Tami Hinshaw to see if she is interested due to her advocacy experience. 2009 Library Calendar Harry Tuchmayer present the board with the proposed 2009 calendar with revolves around the county’s holiday schedules. Events not dictated by the County are as follows: Azalea Festival – propose to close the Main Branch due to parking and access issues. Independence Day – propose to close Main on Sunday. It would only be four hours. This would be a great opportunity for Property Management to do extensive cleaning at the branch (carpets, etc.). Christmas – propose to close the Saturday & Sunday following Christmas. Door count statistics show these days to be extremely slow. Not opening would save part time budgeted money. The proposal will be address at the next meeting and submitted for approval. Northeast Large Meeting Room Past Library Director, David Paynter, was honored by the LAB with the Order of the Long Leaf Pine award. Mary Hatcher will be sending a letter, on behalf of the board, to the County Commissioners, requesting that they rename the Large Assembly meeting room at the Northeast branch, The David Paynter Meeting Room. Mr. Paynter had been extremely instrumental in raising the funds for this branch and we feel that it would be an appropriate way to honor his years of service with the Library. OLD BUSINESS: Trustee Training Mary Hatcher spoke with Ann Marie at the State Library regarding the conference on How To Be An Effective Library Trustee. Unfortunately, the State has put a freeze on all travel due to budget constraints. We will check back with her in January. Committee Assignments The following committee assignments were passed: Strategic Issues Committee: Marilyn McConnell (Chair), Rick Andrews, Mary Hatcher, Frank Oddo Policy Committee: Conrad Luhmann (Chair), Kemp Burdette, Gwen Rohler, Jacqueline O’Grady Intellectual Freedom Committee: Tami Hinshaw (Chair) Bettie Harrison, Eleanor Lipscombe-Warren, Paul Walker Strategic Plan The Library’s Strategic Plan has been broken down by Goals for the board to review. Phyllis Smith, Head Reference Librarian, presented Goal 1 to the board in a PowerPoint presentation. (See attachment) Goal 1: The Library makes substantial and on-going contributions to the quality of life and economic vitality of New Hanover County. Meeting adjourned at 4:25 p.m.