The Regular Meeting of the Board of Directors of the Bucks County Free Library was held at the Samuel Pierce branch in Perkasie. The meeting was called to order at 5:30 p.m. Present were:  Joan Bowman, President; Det Ansinn, Vice President; Roberta Foerst, Secretary; Jerry Balchis, Treasurer; Bill Draper and Mary Ann Beltz, Board Trustees; Martina Kominiarek, Executive Director; Sue Ziegler, Public Services Director; and Pam Riley , Executive Assistant. Also in attendance was Dawn Baum, Library Assistant 2 of the Pierce branch. Steven Dilliplane was absent.

One amendment to the May 21, 2008 minutes was noted. A MOTION to APPROVE the minutes of the Regular Meeting of May 21, 2008 as amended was made by Balchis, SECONDED by Beltz and APPROVED. (Ansinn abstained since he was not in attendance at the previous meeting.)

 

STAFF REPORTS

Report of Library Assistant 2/Samuel Pierce Branch

Dawn Baum spoke on the outreach efforts the Perkasie branch has been involved with over the past year, which included submitting press releases to local media, visiting local elementary schools, day camps and daycare facilities, “splash stories” at the Menlo Pool, and participation in a business group called Perkasie Olde Towne Association. She discussed a partnership developed with the First Savings Bank that netted the branch a $650 grant for summer youth programming. Another partnership was made with Pennridge Meals on Wheels that will deliver brochures on BCFL’s Books by Mail for the Homebound program. She said that the Perkasie staff anticipates moving ahead in new directions to support the goals of the new strategic plan.

 

Report of Executive Director: 

(It was agreed that the discussion on Unique Collection Services should be moved to New Business at tonight’s meeting.)

 

 

The Area Agency on Aging sent a comprehensive response to BCFL’s new strategic plan. Although one of their members was on the Community Planning Committee, parts of their response indicate that they fear their population of concern will be overlooked. Kominiarek feels the confusion must have occurred because placement on the list of service responses related to adults. The items were listed first by age, then by population and then alphabetically, and not in priority order. Each branch will be able to determine the priorities of the service responses based on community needs.

A letter was received from the Lower Southampton Library board regarding their concern over the cancellation in April of the Legislative Breakfast. Kominiarek plans to send the board a written response so that their board will understand the reasoning behind the cancellation, which was decided after only getting confirmations in attendance from four people:  two commissioners, one state representative and one aide. It was determined that in order to secure a better legislative attendance at our affair we would need to have a larger event with a public draw of about 100-200 people. This will be our aim next time.

The Collection Management Office has achieved much success with teen circulation, increasing it by 52%. An online teen Summer Reading Club was offered beginning June 9^th. Teens can sign up and even write reviews. Doylestown branch has a Teen Advisory Board. Bensalem and Quakertown both have book buddies where teens read to younger children. The teens themselves are doing a lot of the planning for the various activities taking place. One big event being held at all seven branches and three CPLs is “Bling My Book Cart,” where teens will come into the library to decorate book carts. Voting will take place the first half of August, and the book carts will be used for advertising, parades or even shelving books. This will be the first time a teen program is offered across all seven branches.

Collection Management Coordinator Holly Ambrose discussed a survey that she distributed during a recent visit to a middle school, where she discussed some of the library’s offerings, such as Overdrive and Playaways. She discussed the survey results with the board, where the most popular request from the students was that there would be enough copies of the popular books to meet their demands. The Collection Management Office will be looking at ways to ensure their request is met.

 

Report of Public Services Director (submitted in writing)

 

Report of Business Manager

MOTION to APPROVE the payment of bills for May 2008 in the amount of $579,066.96 was made by Beltz, SECONDED by Ansinn and APPROVED unanimously.

MOTION to APPROVE the May 2008 financial statements (subject to audit) was made by Draper, SECONDED by Ansinn, and APPROVED unanimously.

 

 

Board Committee Reports:

President’s Report –

Board President Joan Bowman reported that she had received a letter from Representative Chris King in response to her letter requesting support for library funding as the Pennsylvania state budget is determined.

 

Correspondence – Submitted in writing

 

Public Comment –

Two representatives from the Quakertown branch Friends’ group commented on what they felt was a lack of materials available on the Quakertown library’s shelves. Executive Director Kominiarek explained that our target is to match the output with input. It is also our goal to have shelves no more than three-quarters full so that people can browse most effectively and to avoid using the top and bottom shelves that are hard for patrons to use as well. Collection Management Director Janet Marnatti pointed out that we had spent more at Quakertown in the last two years than the last five. Another explanation is that circulation has increased 16% at Quakertown, which would result in emptier shelves.

The Friends group was also interested in obtaining a recycling container to be placed in the parking lot that would be used as a fundraiser. Kominiarek informed them that the Levittown Friends group was already doing so at the Levittown library, and it was proving to be very successful. She offered to e-mail them contact information.

The Friends representative asked who would be involved in the creation of the new Friends policy, and Kominiarek told them that the plan is to collect input from our various Friends groups with a countywide meeting of all our branch Friends groups. The goal is to have the policy created by December 2009.

Unfinished business –  A MOTION to approve the strategic plan goals and objectives, value statements, and organizational competencies was made by Ansinn, SECONDED by Draper and so MOVED.

 

 

 

It was suggested that the executive summary in the strategic plan document be shortened to keep it in better proportion with the strategic plan. It was noted that this could be accomplished by omitting the activities from the executive summary.

 

New Business – Handouts were distributed on Unique Management Services, Inc., a collection agency specializing in libraries. At the most recent CAC meeting CPL directors were asked to go back to their boards to see if they wanted to participate. A few of the smaller libraries have already said no. It is felt that the number of dollars and materials at stake is so large as to warrant trying the services of Unique. Kominiarek explained how much staff time was currently being expended collecting fines. Ansinn stated concerns that mistakes might be made by the library that would penalize the patrons. Kominiarek explained they have 60 days to let us know that they believe the overdue notice is in error. Up to that point we can stop the proceedings from going to Unique. People will have to be made aware that we are bill collecting. Children will not be collected upon, only items charged to an adult card. Balchis pointed out that we do have a 90-day guarantee from Unique allowing BCFL an opportunity to back out of the arrangement. He noted that the figures on overdue fines and missing materials was staggering. The source of funds to pay Unique will be garnered from fine revenues.

A MOTION to proceed forward with contracting Unique Management Services, Inc. was MADE by Ansinn, SECONDED by Bowman and so MOVED.

 

There being no further business, a MOTION to ADJOURN was made at 6:46 p.m. by Ansinn, SECONDED by Balchis and so MOVED.

        

Respectfully submitted,

  Pamela J. Riley

Executive Assistant

 

APPROVED BY BOARD OF DIRECTORS

JULY 15, 2008