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:  Joan Bowman, President; William Draper, Vice President; Roberta Foerst, Secretary; Jerry Balchis, Treasurer; Steven Dilliplane and
Det Ansinn, Board Trustees; Sue Ziegler , Public Services Director;
Javier Lanchang , System Services Director; David Bauer , Business Manager;
Janet Marnatti , Collection Management Director; Holly Ambrose , Collection Management Coordinator; Joe Thompson , Facilities Manager; and Pam Riley, Executive Assistant. Mary Ann Garton, Board Trustee, and Martina Kominiarek , Executive Director, were absent.

 

A MOTION to APPROVE the minutes of the Regular Meeting of September 18, 2007 was made by Ansinn, SECONDED by Balchis and unanimously APPROVED.

 

 

STAFF REPORTS

 

Report of Executive Director: 

In the Executive Director’s absence, System Services Director Javier Lanchang reported. He gave an update on facilities projects scheduled for the near future and in 2008, which included interior facelifts for Bensalem, Doylestown and Langhorne.

 

Report of Branch Librarian/Yardley-Makefield Library

 

Jeannie Alexander gave an update on the Yardley-Makefield library and the highlights of the past year. She said they have started outreach projects in their community, which included attendance at Chamber of Commerce meetings and chairing a committee for same. Yardley-Makefield also sponsors a business book club every other month that is attracting a new segment of the population to their library on a regular basis, many of them Chamber of Commerce members.

 

Barb Likens, Adult Services Assistant, spoke on the book clubs at their library. She said they first were proposed when a relocation specialist asked whether the library sponsored any. At that time they did not, but soon thereafter they had several different types and topics available for the public. It offered an opportunity to promote Book Clubs in a Bag as well.

 

 

Elizabeth Davis, Assistant Circulation Team Leader, spoke on their staff members’ involvement in the Homebound Program offered by BCFL. She explained that the program provides books via mail postage-free to those patrons who are homebound due to a physical incapacity and said that staff members have found it to be mutually rewarding.

 

Darcy Fair, Assistant Branch Librarian, stated that with the recent hiring of a third Youth Services staff member they will be able to develop more outreach opportunities. They hope to reach students who do not feel comfortable in libraries.

 

 

Report of Public Services Director (submitted in writing)

Sue Ziegler gave an update on the recently-held Staff Day, which took place at the Doylestown Library. It was a relaxing and informative day for the 135 staff members in attendance. Valerie Ginyard, who has led several training workshops for BCFL, was the keynote speaker for the event and presented, “101 Tips for Customer Service,” which is now posted on Staffweb. The afternoon provided staff members the opportunity to attend their choice of breakout sessions, and the feedback garnered from the evaluation sheets was by and large very positive.

 

Report of System Services Director (submitted in writing)

 

 

Report of District Consultant (submitted in writing).

 

 

Report of Youth Services Consultant (submitted in writing)

 

 

Report of Collection Management Director (submitted in writing)

 

Report of Technical Services Manager (submitted in writing)

 

 

Report of Business Manager

MOTION to APPROVE the payment of bills for September 2007 in the amount of $498,174.64 was made by Draper, SECONDED by Ansinn and APPROVED unanimously.

 

David Bauer , Business Manager, stated that with the year 3/4 of the way through we are still favorable. He expects that this favorable trend will continue through the end of the year.

 

MOTION to APPROVE the September 2007 financial statements (subject to audit) was made by Ansinn, SECONDED by Foerst, and APPROVED unanimously.

 

A letter from our auditors Zelonkofske Axelrod commenting on BCFL procedures noted during their annual audit was submitted to the board for their review. The letter noted some areas for improvement in the handling of petty cash funds and suggested that an activity report of investments be regularly maintained. Both suggestions were noted by administration, and steps and procedures to rectify each are in place.

 

Snow removal/landscaping bids were submitted to the board. It was recommended that snow removal be awarded to:  WDB Landscaping for Bensalem, Langhorne, Levittown and Yardley; and Emerald Garden for Perkasie and Quakertown. For landscaping it was recommended that the jobs be awarded to: WDB Landscaping for Bensalem, Langhorne and Yardley; Biase Landscaping for Doylestown; and Emerald Garden for Perkasie and Quakertown.

 

MOTION to APPROVE the snow removal/landscaping bid recommendations listed on the schedule submitted to the board was made by Foerst, SECONDED by Draper and APPROVED unanimously.

 

Board Committee Reports:

 

President’s Report – Joan Bowman, BCFL Board President, reported that the Levittown branch’s partnerships with schools was noted recently in a professional publication.

 

Also, the Nominating Committee for the election of officers for the BCFL Board of Directors shall consist of: Mary Ann Garton, Steve Dilliplane and Roberta Foerst.

 

The Board Committees did not meet.

 

Jerry Balchis spoke to the Board regarding his meeting with David Bauer , BCFL Business Manager, and Wachovia representatives to review the investment portfolio. Although we are currently earning 10% on investments, it was decided that several changes should be made. The first was in the ratio of fixed income to equities, which is currently 35% fixed income and 65% equities. It was decided to change it to 40% fixed income and 60% equities. Starting on November 1^st and in two-month intervals they will implement different phases of the change, which will allow for constant review. He noted that background materials are available for review.

 

He also reported on a meeting held between David Bauer met and representatives from BCFL’s benefits manager, Employee Benefit Specialist, Inc. (EBS). He reported that 50% of employees who had the TIAA-CREF retirement plan have now switched to the AUL retirement plan. The purpose of the meeting was to review different accounts available in 403(b). Two changes were made to funds that were not performing well, and replacements were selected. Although most continue to do well, it was decided to review them every year.

 

Det Ansinn and Roberta Foerst represented the Board of Directors at the Community Planning Committee’s strategic planning sessions. The second session was held on October 10, 2007, and they each commented on this worthwhile experience. Additionally, Ms. Foerst commented on the two young adults who were on the committee and how well spoken both were on the issues discussed.

 

 

Correspondence – Submitted in writing

 

 

Public Comment – Ellen Conoscenti spoke, representing a Yardley quilters group that recently was informed that no group can reserve a room more than 12 times in a year according to Meeting Room Policy. Her group would like guaranteed reservations of the meeting room of Yardley-Makefield library 52 times per year. She appealed to the board for an exception to this rule for her group.

 

A member of the public commented on the trouble she experienced while trying to reserve a popular book. The Public Services Director explained to her at the meeting and via a telephone call how the holds system works.

 

 

Unfinished business

 

The Strategic planning service responses selected by the Community Planning Committee were discussed. Janet Marnatti , Collection Management Director, gave a synopsis of each item and explained the way to measure attainment of the objective.

 

A MOTION to APPROVE the Strategic Planning Service Responses as selected by the Community Planning Committee was made by Ansinn, SECONDED by Balchis, and APPROVED unanimously.

 

A MOTION to APPROVE the Unattended Child Policy was made by Draper, SECONDED by Ansinn, and APPROVED unanimously.

 

 

New Business

A MOTION to APPROVE the BCFL Board Meeting Schedule for 2008 was made by Draper, SECONDED by Ansinn, and APPROVED unanimously.

 

A MOTION to APPROVE the BCFL Holiday Schedule for 2008 was made by Balchis, SECONDED by Draper, and APPROVED unanimously.

 

 

Javier Lanchang , System Services Director, reviewed with the board the status of the phone system integration taking place at several libraries. This project will eventually have all branch libraries on the same system. In that regard he asked their thoughts on developing a policy for all libraries to follow as to the message system accessible to patrons. Currently, there are differing systems with some allowing messages to be left by patrons and others that do not.

 

Mr. Ansinn thanked the Yardley quilters group for their comments made to the board.

 

There being no further business, a MOTION to ADJOURN was made at 6:42 p.m. by Foerst, SECONDED by Ansinn and so MOVED.

  

        

Respectfully submitted,

 

                                                          Pamela J. Riley

 

Executive Assistant