MINUTES OF THE REGULAR MEETING OF MAY 17, 2006

 

The Regular Meeting of the Board of Directors of the Bucks County Free Library was held at the Yardley-Makefield Branch.  The meeting was called to order at 5:30 p.m.  Present were:  Mary Ann Garton, President, William Draper, Vice President, Jerry Balchis , Treasurer, Joan Bowman, Secretary, Roberta Foerst, Steven Dilliplane, Martina Kominiarek , Executive Director, Susan Ziegler, Public Services Director, Javier Lanchang, System Services Director, Kyle Weir , Information Technology Manager, Jan O’Rourke, District Consultant, David Bauer , Business Manager, Carolyn Lechelt, Secretary to the Board.  Absent: Linda Brinker .  . 

 

A MOTION to APPROVE the minutes of the Regular Meeting of March 21, 2006 was made by Bowman, SECONDED by Draper and unanimously APPROVED.

 

A MOTION to APPROVE the minutes of the Regular Meeting of April 18, 2006 was made by Foerst, SECONDED by Bowman and APPROVED unanimously.

 

Staff Reports:

 

Jeannie Alexander, Yardley-Makefield Branch Manager, reported that the staff emphasis is on customer service.  Darcy Fair, Children’s Services Manager, reported on multi-cultural programs.

 

Report of Executive Director:

 

Yardley’s April circulation is up 8% compared to last year.  Part of this increase is due to the Branch being open an additional night and more hours.  However, this increase is also due to the staff’s excellent customer service. 

 

For the first time BCFL was represented at the Mercer Museum ’s Folk Fest.  Janet Marnatti and Darcy Fair entertained the attendees with songs and stories.

 

Paul Acampora and Janet Fricker are working on collaboration with the Michener Art Museum .  Beginning in June, the Art Museum and the Library Center will be will be open on the first Friday of each month as part of “First Friday”. 

 

On May 20^th, the Quakertown and Levittown Branches are having kick-off programs to introduce the public to the Art-o-mat art vending machines.  The Quakertown program starts at 11 a.m.; Levittown at 3 p.m. 

 

Legislative Day was canceled because the legislators were not in session.  Legislators were not available for visits to their local offices.  Libraries and Board Members are encouraged to send letters to their local legislators asking for their support.

 

Meeting Schedule - CAC meets May 31 – 7 p.m.; DAC meets June 6^th – 7 p.m.

 

Report of Public Services Director (submitted in writing):

 

Ms. Ziegler reported on the following:

 

• Yardley-Makefield reference staff is testing a trial Morning Star database.
• Beryl Heisman, Business/Reference Librarian, has done excellent work on One Book One Bucks programming.
• Workshop conducted by Karen Hyman very informative; over 90 people attended.
• BCFL will be celebrating its 50^th anniversary on October 16^th.  New lanyards for identification tags have been distributed to staff.

 

Personnel Report for April 2006 (submitted in writing).

 

Statistical Report for April 2006 (submitted in writing).

 

Report of System Services Director (submitted in writing):

 

Levittown Branch will dedicate their new teen area on Saturday, June 17^th, 2 p.m.  Also being celebrated is Levittown becoming a wireless building, as well as installation of a drive-up book drop.  Board thanked the Levittown and IT staff for all their efforts. 

 

Patrons can now download Audio MP3 books from BCFL’s web site. 

 

Report of District Consultant (submitted in writing):

 

Ms. O’Rourke gave informational reports on:

 

• Friends Development Committee has been formed to set up a county-wide Friends group.  First annual Friends event will be held June 3, 1-4 p.m., at Doylestown Library.  The President of the Friends of Libraries-USA (FOLUSA) will be the keynote speaker.  All Board members are encouraged to attend this event.
• Mail to Homebound program.

 

Report of Business Manager:

 

MOTION to APPROVE the payment of bills for March 2006 in the amount of $503,174.59 was made by Draper, SECONDED by Bowman and APPROVED unanimously.

 

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

 

MOTION to APPROVE the payment of bills for April 2006 in the amount of $286,019.95 was made by Bowman, SECONDED by Draper, and APPROVED unanimously.

 

MOTION to APPROVE the April 2006 financial statements (subject to audit) was made by Draper, SECONDED by Foerst, and so APPROVED.

 

 

Board Committee Reports:

 

Report on Trustee Institute - Ms. Bowman and Mr. Dilliplane reported the theme was “Advocacy” and a wealth of information was available to attendees.  The speakers were superb and the energy and enthusiasm was contagious.

 

Building:

 

Bids were reviewed from private cleaning service companies to clean the Doylestown Library.   Committee recommends awarding the bid to Healthcare Services Group, Inc.  A MOTION to AWARD the bid of Healthcare Services Group, Inc. to clean the Doylestown Library in the amount of $19,987.20 per year was made by Dilliplane, SECONDED by Balchis and unanimously APPROVED.

 

Mr. Lanchang asked for approval of a purchase order from Touzour-Trane for HVAC repairs at the Doylestown Library.  A MOTION to APPROVE the purchase order in the amount of $7,179.00 was made by Draper, SECONDED by Balchis and so APPROVED.

 

Finance:

 

Mr. Balchis reported that the Committee:

 

• Threw out the first bids solicited for the Doylestown PBX.  New bids were solicited and Balchis, Lanchang and Weir reviewed the bids today.  Recommendation is to award the bid to E.Comm Technologies, the lowest bidder.  A MOTION to AWARD the Doylestown PBX bid to E.Comm Technologies, Inc. in the amount of $53,473.00 was made by Foerst, SECONDED by Balchis, and unanimously APPROVED.
• Reviewed and approved changes to the Michener Endowment spending plan for 2006.
• Reviewed preliminary 2005 audit.
• Reviewed the internal financial reporting of the Bensalem’s Passport Project.  Changes have been made that will give better accountability.
• Reviewed BCFL’s per diem travel expense policy and agreed that the rates needed to be raised.  Committee recommends that BCFL mirror the County’s per diem travel expense.   A MOTION that BCFL mirror the County’s per diem travel expense rate was made by Balchis, SECONDED by Draper, and APPROVED by a majority vote.  Foerst abstained.

 

Development:

 

Ms. Garton reported that the Committee:

 

• Discussed the Bucks County Coffee Company program.
• Received an update from Development Director on the OCLC study of library users; grants being investigated; Bucks County Community Foundation; and  branding/marketing project.

 

Personnel – did not meet.  Committee members are still working on performance evaluations and HR policies.  Handbook for employees is a work in progress.

 

 

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Library Services – did not meet.  Executive Director informed the Committee that several issues have come up for the Committee’s review and discussion.  

 

Correspondence – submitted in writing.  

 

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

 

Unfinished Business:        

 

Executive Director reported that the Community Public Library Directors/Trustees reviewed and approved the draft of the Five-Year District Plan.  This Plan must be submitted to the State in order to receive state aid.  A MOTION to APPROVE the Five-Year District Plan (2006-2011) was made by Bowman, SECONDED by Balchis and unanimously APPROVED.

 

New Business:

 

MOTION to APPROVE the 2005-2006 State Aid was made by Foerst, SECONDED by Draper, and APPROVED unanimously.

 

MOTION TO APPROVE the 2005 Annual Report was made by Draper, SECONDED by Balchis, and unanimously APPROVED.

 

There being no further business, a MOTION to ADJOURN was made at 6:26 p.m. by Draper, SECONDED by Balchis and so MOVED.

                                                                                   Respectfully submitted,

 

Carolyn Lechelt

Secretary to the Board

 

APPROVED BY BOARD OF DIRECTORS

JUNE 20, 2006