MINUTES OF THE REGULAR MEETING OF THE BOARD OF TRUSTEES
WEBSTER GROVES PUBLIC LIBRARY
18 AUGUST 2004

The regular meeting of the Board of Trustees of the Webster Groves Public Library was held at the Library House at #5 Mason Avenue on Wednesday, August 18, 2004 at 7:00 PM. President Jon Furst presided and Acting Library Co-Director Michelle Haffer kept the minutes. Present: Library Board Trustees: Stacy Deleste, Debra Fortney, June Gill, Christine Krueger, Tom Reedy, Julie Schaper, and Gladys Tolley. Absent: Charlie Maas. Also present: Acting Co-Director Elise Fortman.

Call to Order

The Library Board of Trustees' regular meeting was called to order at 7:00 PM.

Public Agenda

There were no items for the Public Agenda this month.

Minutes of the July Meeting

Ms. Krueger moved the minutes of the August 4, 2004 meeting (postponed from July 21, 2004) be approved as submitted. Ms. Schaper seconded the motion, which carried unanimously.

Correspondence

Mr. Furst reported that he had received a letter regarding a personnel matter, which would be discussed during an executive session of the Board following the regular meeting.

President's Report

Mr. Furst displayed a copy of the July 14th edition of the Kirkwood Webster Journal, featuring an article about the July storms and power outages in Webster Groves. Acting Co-Director Elise Fortman was interviewed regarding the effects on the Library of the outages. Mr. Furst stated that Ms. Fortman did a nice job and gave the Library a bit of positive publicity and exposure in the community.

Mr. Furst informed the Board members of the new Committee assignments (see attached listing), stating that the Committees would need to become more active in the near future. Mr. Furst distributed copies of the Missouri Public Library Standards: An Implementation Plan, and asked each Trustee to read the material and identify items needing to be discussed by the various committees. He asked the Committee Chairs to begin meeting with their members to set agendas for topics to address. Mr.Furst requested that Ms. Fortman and Ms. Haffer meet with Committee Chairs to prioritize those issues.

Librarian's Report

Ms. Haffer distributed the Children's Department's calendar for September, and reported that 923 children participated in the Summer Reading Program, and that attendance was excellent at all Summer Reading special events. Regularly scheduled storytimes will resume and a "Back to School Coloring Contest" will be held during the month of September.

Ms. Haffer reported that the Board meeting minutes will be made available on the Library's website, and that they will be password-protected for viewing by Board members only. Ms. Haffer also reported that Library e-mail addresses are also available for Board members, and may be accessed on their home computers via the Internet. Members may call Tim Nix at the Library to set up an address.

Ms. Haffer reported that Marlene Johannes, the Consortium's System Administrator, has been pre-training Webster Groves Library circulation and cataloging staff members twice a week on the backup Horizon database.

Ms. Haffer reported that YMCA users have been using the Library's west parking lot and Library patrons are having difficulty finding available parking spaces especially during story times and other special events. The Library staff will continue to monitor the parking lot and Mr. Reedy and the Building and Grounds Committee will take the issue under advisement.

Ms. Haffer distributed a letter and bid prepared by Special Events/Publicity Coordinator Jane Romines for a lighted sign on the west parking lot to announce programs, special events, and the annual Friends Book Fair. Mr. Reedy and the Building and Grounds Committee will take the bid and location of the sign under advisement, and it will be discussed at the next Board meeting.

Ms. Fortman reported a tree on the Mason property is infected with Dutch Elm Disease and must be removed. This tree may be on the City right of way, and may therefore be taken down at the City's expense. Ms. Fortman will make arrangements with the City to determine responsibilty.

Ms. Fortman said that the Webster Groves Women's Garden Club #15 has agreed to assist in maintaining the flower and plant beds on the Mason property in exchange for permission to clip fading hydrangea blooms to sell at the Fall fundraiser. The Group may also agree to plant a tree or herb garden in the existing space on the west parking lot where the large oak tree once stood.

Ms. Fortman reported that on Tuesday, August 3rd, the Webster Groves City Council passed the ordinance that sets the Library's tax rate for the current year. Ms. Fortman distributed copies of the new tax rate to Board Trustees.

Advance Planning/Automation

Ms. Fortney suggested that the first step in proceeding with a campaign to pass a new tax levy is to prepare a short list of questions (with space for comments) that would be most important to ask Library patrons. The questionnaire would be handed out at the circulation desk in hopes that the answers would give the Board a feel for the climate in the community regarding a possible tax increase. Ms. Fortney and the Advance Planning Committee will work on this list and continue discussions at the next Board meeting.

Building and Grounds

There was no report from this committee this month. Ms. Fortney mentioned that the fascia area under the gutters on the front of the main building needs to be painted, and that she would provide names of 2 or 3 contractors to call for bids.

Finance

Ms. Tolley reviewed the financial reports and disbursements for July. Mr. Reedy moved that the bills be approved as presented. Ms. Gill seconded the motion, which carried unanimously.

Human Resources & Policy

There was no report from this committee this month. Ms. Gill said the committee would try to meet this month.

Old Business

Ms. Tolley asked about the request for $50 annual dues from the Webster Park Association for the Mason property received last month. Ms. Krueger said she planned to seek advisement from Friends member and Park resident Jane Romines regarding payment of this expense.

New Business

There was no New Business before the Board this month.

Adjournment

There being no further business, Mr. Reedy moved to adjourn the meeting. Ms. Deleste seconded the motion, which carried unanimously. The regular meeting was adjourned at 8:30 PM.

Executive (Closed) Session

The Board met in closed session to consider a personnel matter. [MO Statute 610.021 (3)]

The next meeting of the Library's Board of Trustees will be held on Wednesday, September 15, 2004 at the Library House at #5 Mason Avenue at 7:00 PM.