December 7, 2016 Minutes

Coralville Public Library Board of Trustees
December 7, 2016

Present: Keith Jones, Shaner Magalhaes, Lisa Martin, Lindsay Moen, Julie Pulkrabek, Jim Smith, Alison Ames Galstad (Library Director), Ellen Hampe Alexander (Assistant Library Director), Erika Binegar (Youth Services Librarian), Mitch Gross (City Council Representative).
Absent: Deborah Hatz.

President Martin called the meeting to order at 6:00.

The Board considered approval of the agenda. Jones motioned that the agenda be approved as presented, Magalhaes seconded. The motion passed unanimously.

The Board considered approval of the minutes of the November 2nd, 2016 meeting. Magalhaes moved that, with the correction of his name being spelled correctly in two places, they be approved as presented, Moen seconded.  The motion passed unanimously.

The Board considered approval of the bills for November.  Jones asked about the ASI invoice – Galstad explained that was for the replacement of damaged plaques for the donor wall, and other random damaged signage throughout the building.  Pulkrabek moved that the bills be approved as presented, Jones seconded.  The motion passed unanimously.

Erika Binegar gave the staff report. She handed out December Children’s Services calendars and highlighted several of the programs. Erika does Wee Read every other Thursday  this is two back to back programs, which together regularly bring in 100 people. They are doing two after-school programs: Kids Create for K-3rd graders, and Thursday Zone for 4th-6th (was 5-8 last year, but with the new school dismissal times this doesn’t work). They are trying to incorporate more STEM activities and are having a coding program next month.  Magalhaes asked how they advertise programs, and Erika mentioned sending information to all of the Coralville schools; Gross said that there are Coralville kids at Lincoln and VanAllen as well as Central, Wickham, and Kirkwood. Binegar showed pictures of one of their favorite Family Nights of the Year – Bedtime for Buddies, where kids were invited to bring in a stuffed animal and leave it overnight.  They took pictures of the buddies getting into mischief in the library.  There will be a couple of programs over Winter Break, too.  Erika visits 9 sites on a 5 week rotation for outreach programs – each site gets one site every 5 weeks.  She did a quick storytime for the Board and read If You Plant a Seed, by Kadir Nelson.  She also selects JF, JGraphic Novels, jAudiobooks, jDVDs and all YA materials.  They have already started to plan for the next Summer Reading Program; the theme will be Build a Better World.  Jones asked her about her professional background.  Erika grew up in Davenport, got a BA in Journalism from the U of Iowa, worked at the Gazette until getting laid off.  She began at CPL as a shelver in 2009, and got her MLIS from the University of Wisconsin’s distance program while working here.  She has been in her current position for four years.

The Board reviewed the Library By-Laws policy.  They looked at it last board meeting, and decided that some changes needed to be made.  This version had revisions in the description of the library director’s job description, making it a broader description.  Magalhaes moved that it be accepted with a few more changes  he added commas in C from p. 1.  Moen seconded the motion.  The motion passed unanimously.

The Board considered the Annual Report for FY16.  Galstad explained that with the 50th Anniversary we decided to do a more narrative report & a booklet.  She presented this to City Council before Thanksgiving.  The booklet itself was produced by Kate Dale in house, with content from Galstad and the coordinators.  Jones move that it be accepted, Smith seconded.  The motion passed unanimously.

The Board considered a FY18 Budget proposal.  The proposal has a 9-10% increase in materials.  The capital improvements include upgraded AV equipment in the meeting rooms and replacing furniture. Magalhaes asked about replacing computers; Galstad explained that we are on a 3-year rotation for that. Gross asked if any library staff are making minimum wage, and Galstad explained that we are trying to keep up and adjusted all staff up recently; our shelving position starts at $10.50/hr. On behalf of the budget committee, Smith moved that the proposal be accepted.  Pulkrabek seconded.  The motion passed unanimously.

Smith gave a Friends report. The made $3600 at their last book sale, and had 620 people in attendance on the day when voting was also taking place at the library.  The Friends will be wrapping books soon to give to the Food Pantry for kids visiting there.

The Foundation has been working on their annual mailing, sending out 100 letters today.  They will be down a member, as Anita Sehr will not be renewing after three terms.  They will be pursuing recommendations for new members.

Galstad gave Director's Report: Circulation statistics were steady from last year’s.  People coming in the building – we have started counting whole building count rather than the library proper, which accounts for the increase from last year.  This is the statistic that is asked for on the state report. We thought Zinio use had gone down last month after the merger with Digital Johnson County, but in fact the statistics we had last month were just for our old site, and Zinio use is increasing. Alexander just added information from IMCC visits to the Meeting Room Use report, and will add information about homebound outreach next month. We received Open Access & ILL monies from the State Library, should get another $5500 Enrich Iowa funds after the first of the year.
The roof repair has been completed and there has been no water.  We believe interior work has been completed as well.
We have received a proposal from Reference Audio for AV upgrades in the meeting rooms, and will be receiving one more.
Galstad attended her final ILA Executive Board meeting as President, next year she will serve as Past President and Chair of the Governmental Affairs Committee.   

The library will be closed on December 19th for staff strategic planning.  We will also be closed December 24, 25, and 26th as well as January 1st and 2nd.

The next meeting will be on January 4th, 2017.  

Respectfully submitted,


Ellen Alexander
Assistant Library Director                                                      
(Subject to approval at the January 2017 meeting.)