MINUTES OF THE REGULAR MEETING OF MARCH 15, 2005

 

The Regular Meeting of the Board of Directors of the Bucks County Free Library was held at the Library Center , Doylestown.  The meeting was called to order at 5:30 p.m.  Present:  Mary Ann Garton, President, Joan Bowman, Secretary, Jerry Balchis, Treasurer, Steven Dilliplane, Roberta Foerst, Martina Kominiarek, Executive Director, Janet Fricker, Assistant Director for Branch Libraries, Christina Snyder, Technical Services Manager, David Bauer, Business Manager, Carolyn Lechelt, Executive Secretary.  Absent:  William Draper, Vice President and Linda Brinker. 

 

President welcomed new Board Member Steven Dilliplane.

 

A MOTION to APPROVE the minutes of the Regular Meeting of February 15, 2005 was made by Bowman, SECONDED by Balchis and unanimously APPROVED.

 

Staff Reports:

Jean Stevens, Regional Branch Manager - Library Center

The Village Improvement Association (VIA) donated money to the Library Center through a one-time Community Response Grant.  These monies were used to buy furniture and silk flower arrangements. 

Library Center needs to be freshened up.  Ms. Stevens presented a proposal to buy furniture at an estimated expenditure of $5,400 using Michener funds.  A MOTION to APPROVE using approximately $5,000 of interest income from the Michener Marital Trust for the purchase of furniture for the Library Center was made by Bowman, SECONDED by Balchis and APPROVED unanimously.

Both public bathrooms are in need of renovation.  Board gave Ms. Stevens permission to proceed with obtaining quotes and then present them to the Finance Committee for review.

Report of the Executive Director:

Library Center was issued a subpoena for medical reference books that are not allowed to be checked out because they are heavily used by the public.  Library obeyed subpoena and books were given to District Attorney’s office; who kept them for approximately a week and a half.

 

CPL Consortium Agreements -  A meeting will be held on March 29, 7 p.m., at the Doylestown Library.  CPLs will decide whether they want to participate in a corporate 501(c)(3) or continue with annual contracted agreements. 

 

Update on status of discussions being held with Community College regarding billing and creation of technology services agreement between BCFL & BCCC.  The College participates in the SIRSI checkout system and the Library’s database.   Separate meetings were being held with the College because their structure is different than the CPLs.   Maureen McCreadie and Brandi Porter were updated on the status of CPL discussions and invited to attend the March 29 meeting.  The invitation was declined.  The College suggested that their attorney draw up a proposed agreement tailored to BCCC needs for review by the Information Technology Committee.  The Board agreed to this suggestion.

 

Projects, Planning and Policies:

• Janet Fricker is working on a broad-based Human Resources Policy.
• David Bauer is working on an Accounting Manual. 
• Jan O’Rourke and Martina Kominiarek are working on a District Membership Policy with a committee that includes Janet Marnatti, Heather Price and Sally Pollock.

• Chris Snyder is doing background work on a Circulation Policy, and beginning to plan for a process to create one.                                     
An interview will be held on March 30^th for the Development/Fundraising Director position.  A fundraising professional from Moravian College has volunteered to help the Library to assess resumes and participate in the interview process.

 

Executive Director has been invited by the Borough of Doylestown to attend a joint meeting (Library, Michener and Museums) in April to discuss improvements to the Cultural District Center.

The Administrative staff will be attending a workshop held at the Upper Merion Library on June 3^rd.  This workshop will help the ADM staff find new ways to gather statistics for planning and fundraising. 

Report of Assistant Director for Branch Libraries

Reported on the Labor Management and Employee Benefit meetings.  Purpose of meetings is to keep communication open between Union and Library. 

 

Presented updates on work being done on new Personnel Policy and job audits.

 

Presented written Personnel and Statistical Reports for February 2005.

 

Report of Technical Services Manager

Presented update on the SIRSI Workflows upgrade.

 

Will oversee a subcommittee that will create a Circulation Policy.  The committee will use a format developed by American Library Association as a guide and look at policies developed by other libraries.

 

Report of Information Technology Manager – submitted in writing. 

 

The Grundy Library requests that BCFL extend their Network service through June 30^th.  They will reopen in May but will not be ready to move off the Network.  Grundy has agreed to pay T1 line costs from January 2005 until July 1, 2005.  A MOTION to APPROVE extending Grundy’s Network service through June 30, 2005 was made by Balchis, SECONDED by Bowman and APPROVED unanimously.

 

The Morrisville Library has asked that their total Network computer count be increased from 4 to 8.  They also asked for an extension to March 31^st to remove the other computers.  This matter was discussed at the last DLC meeting and the other CPLs are in agreement with Morrisville’s request.  A MOTION was made by Bowman, SECONDED by Balchis and unanimously APPROVED to allow Morrisville to have 8 computers on our Network and to give them an extension until March 31, 2005 to remove any other remaining computers from the Network.

 

Requested that the Board vote to cancel the SIRSI “Telephone Notification” Module and use of the corresponding SVA.  A MOTION was made by Foerst and SECONDED by Balchis to cancel the Voice Activated SIRSI “Telephone Notification” Module and remove the corresponding SVA server.

 

System downtime to do the SIRSI software migration is tentatively scheduled for Saturday, May 14 to Wednesday, May 18, subject to Board approval.  Repairs will be made to equipment during this time period.  A MOTION was made by Balchis and SECONDED by Bowman to APPROVE the System being down for five days – May 14 – May 18 in order to migrate to new SIRSI software, repair equipment, and move to new server.  MOTION APPROVED.

 

An inventory of equipment that will be retired will be presented at the next Board meeting.  Board requested that IT Manager provide original documentation at that time (i.e. invoices) for this and any BCCC or BCFL Taos/SIRSI equipment currently owned, proposed for retirement, or retired.

 

Report of the Business Manager:

 

A MOTION to APPROVE the payment of bills for February 2005 in the amount of $246,474.00 was made by Bowman, SECONDED by Balchis and unanimously APPROVED.

 

The January 2005 Financial Statements were revised to include 2005 budget figures.  No change was made to the monthly January figures previously submitted to the Board..

A MOTION to APPROVE the Financial Statements (subject to audit) of February 2005 was made by Foerst, SECONDED by Dilliplane and APPROVED unanimously.                                                                                  

Board Reports –  Building, Finance, Fundraising, and Personnel Committees did not meet.   

Technology Committee

IT Manager asked for approval to purchase wireless installation authenticating back to BCFL’s SIRSI patron database at an approximate cost of $10,000.  At present, Quakertown Library’s connectivity is limited to 50 patrons.  New installation will allow anyone within the database to connect.  A MOTION to APPROVE the expenditure of approximately $10,000 for wireless connection was made by Bowman, SECONDED by Balchis and APPROVED unanimously.

 

IT Manager asked for action on equipment that is part of the original joint BCFL/BCCC purchase of equipment made from bond funds.  Equipment is on BCCC’s inventory and it is the College’s responsibility to officially decommission and dispose of:

 

• WEB 2 server be decommissioned and the service contract be canceled, as the WEB server is ready to expire.  A replacement server has been purchased with BCFL operating funds and is ready to install.  A MOTION to decommission the WEB 2 server and cancel the service contract was made by Balchis, SECONDED by Bowman and unanimously APPROVED.
• Return Sun 3500 server to BCCC.  This server became unusable shortly before BCFL migrated to SIRSI and has been in storage in the IT Dept.  A MOTION to move the Sun 3500 server to the Bucks County Community College for their disposal was made by Bowman, SECONDED by Balchis and APPROVED unanimously.
The next meeting of the IT Committee is scheduled for Tuesday, April 5^th – 4:30 p.m., Doylestown Library.

 

Correspondence – submitted in writing.                                                                                   

 

Meeting was opened to Public Comment.  No public in attendance.                                                                                                                                                                                  

Unfinished Business - None

New Business – None                                                                                               
There being no further business, a MOTION to ADJOURN was made at 6:53 p.m. by Dilliplane, SECONDED by Bowman and so MOVED. 

Respectfully submitted,

Carolyn Lechelt

Executive Secretary          

 

 

APPROVED BY BOARD OF DIRECTORSAPRIL 19, 2005