MINUTES OF THE REGULAR MEETING OF AUGUST 15, 2006

 

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 5:34 p.m.  Present were:  Mary Ann Garton , President, William Draper, Vice President, Joan Bowman, Secretary, Jerry Balchis , Treasurer, Linda Brinker, Martina Kominiarek , Executive Director, Susan Ziegler, Public Services Director, Javier Lanchang, System Services Director, Janet Marnatti , Youth Services Consultant, Paul Acampora , Development Director, David Bauer , Business Manager, Carolyn Lechelt, Secretary to the Board.  Absent:  Steven Dilliplane and Roberta Foerst .

 

A MOTION to APPROVE the minutes of the Regular Meeting of July 18, 2006 was made by Draper, SECONDED by Balchis and APPROVED unanimously.

 

Staff Reports:

Bonnie White reported on the First Friday Programming Committee and Woodstock Night.   . 

Report of Executive Director:

 

BCFL has received a scholarship grant from Commonwealth Libraries.  The funds will be used to send Carolyn Dechert, Director of the Free Library of New Hope/Solebury, to MLS school.  This grant is in addition to the IMLS Laura Bush 21^st Century Scholarship training grant.

 

Mr. Lanchang and Ms. Kominiarek went to Harrisburg to help the State Library staff read Keystone grants.  This experience will help BCFL write future Keystone grants.

 

A great deal of effort has been expended by ADM staff on budget planning.  Material will be given to appropriate Board committees for their review.

 

Report of Public Services Director (submitted in writing):

 

Woodstock Night was exciting.  Over 700 people attended; 530 items were checked out between

5 and 10 p.m.  First Friday is bringing in people who have never been to the Library Center and some are registering for new library cards.

 

The Yardley-Makefield staff celebrated a Mrs. Z Day – in honor of Jeannie Zylber.  Special thanks to Darcy Fair (Youth Services Librarian at YA) for her participation in boosting staff camaraderie.

 

Javier Lanchang and the Doylestown staff are discussing what items need to be moved out of the library area to prepare for the carpet installation.  They are making plans to freshen up the

library and have re-designed the children’s area.  The library will be closed approximately 12 days for the carpet installation.  No date has been set yet.

                                                                                                           

Personnel Report for July 2006 (submitted in writing).

 

Statistical Report for July 2006 (submitted in writing).

 

Report of System Services Director (submitted in writing):

 

Library Center , Doylestown:

 

• New people counter installed in time for Woodstock Night. 
• Reviewed new building plan configuration.
• Separation from College is on-going.  Doylestown Library will experience power outages.

 

Report of Youth Services Coordinator (submitted in writing). 

 

Report of Business Manager:

 

MOTION to APPROVE the payment of bills for July 2006 in the amount of $248,017.28 was made by Draper, SECONDED by Brinker and APPROVED unanimously.

 

MOTION to APPROVE the July 2006 financial statements (subject to audit) was made by Bowman, SECONDED by Draper, and unanimously APPROVED.

 

Board Committee Reports:

 

Building – Committee members were unable to attend scheduled meeting.  President and Chair of Finance Committee held an ad hoc meeting to review:

 

• Bensalem sign 
• Facilities Project Summary
• 2006-2007 capital expenditure proposal
• Five-year Capital Budget projection submitted to the County
• HVAC County bid schedule
• Carpeting County Bid schedule
• Landscaping

 

Two bids were received for the Bensalem sign; only one was complete.  Recommendation made to approve bid received from Forman Signs, Inc.  Passport funds will pay for the sign.  A MOTION to APPROVE awarding the Bensalem sign bid to Forman Signs, Inc. in the amount of $7,648.00 was made by Bowman, SECONDED by Balchis, and APPROVED unanimously.

 

Recommendation made to replace the current lawn mowing vendor at Quakertown with next to lowest bidder.  Current vendor is requesting a $50.00 increase per cutting.   Board granted permission to change vendors.

 

Finance – Committee members were unable to attend scheduled meeting.  Chair and President held an ad hoc meeting to review/discuss:

 

• 2006 Capital Budget projects (HVAC, new roofs at some facilities, new carpet for Doylestown)
• Special funds held by BCFL. 

 

After reviewing the estimated costs for the 2006 Capital Budget projects, it was found that the projects may cost more than the $200,000.00 allocated by the County.  It is anticipated that there may be a shortfall of $50,000.00.  Board members were given a chart showing the names of the special funds held by BCFL, their fund balances and projected interest receivables for 2006. Recommendation was made to use $50,000.00 of Melinda Cox funds to offset the shortfall.

Interest from the Cox fund is regularly used each year to offset library operating costs. This expenditure would mean spending principal.  Board committees reluctantly concurred that this expenditure should occur only if absolutely necessary.

 

A MOTION was made by Draper and SECONDED by Balchis to authorize the Library to use up to $50,000.00 of the Melinda Cox funds, if needed, to pay for a shortfall for 2006 Capital Budget projects.  MOTION unanimously APPROVED.

 

Development – Met today to make plans for fall activities to celebrate the 50th Anniversary of the Bucks County Free Library.  

 

Library Services & Personnel did not meet.   

 

Personnel Committee will meet on their regularly scheduled date in September to discuss Union negotiations.

                                   

President is instituting a new procedure for scheduling Board Committee meetings.  Two weeks before a scheduled meeting, the Executive Director will let the Executive Assistant know if there are any agenda items.  The Executive Assistant will contact the Chair of the committee and ascertain if a meeting should be called.  If a meeting is necessary, the Executive Assistant will inform committee members.  One week before the meeting, the agenda and any attachments will be sent to committee members.

 

Mr. Balchis requested that the meeting times for Building and Finance Committees be changed as follows:  Building Committee - 5:30 p.m.; Finance Committee - 6:30 p.m.  President agreed to the change.  Scheduled date of second Monday of the month remains the same.

 

Bensalem will be celebrating their 25^th anniversary on the same day as the Board meets at the Bensalem Branch (September 19^th).  Board members are invited to stay for the festivities.   

 

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Correspondence – submitted in writing.   

 

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

 

New Business:

 

A MOTION to APPROVE THE 2006-2007 Application for State Aid was made by Brinker, SECONDED by Draper, and APPROVED unanimously.

 

A MOTION to APPROVE the 2006-2007 Plan for the Use of DLC Aid & Minimum Standards was made by Draper, SECONDED by Brinker, and unanimously APPROVED.

 

Unfinished Business - None     

There being no further business, a MOTION to ADJOURN was made at 6:17 p.m. by Draper, SECONDED by Balchis and so MOVED.

            

Respectfully submitted,

 

                                                                        Carolyn Lechelt

 

Secretary to the Board

 

 

 

SEPTEMBER 19, 2006