Gustavus Public Library Board Meeting

Members present:  Chris Spute, Davita Marchbanks, Janet Lassiter, Julie Vathke and George Jensen.    Others present: Carolyn Elder, Sylvia Martinez and Lynne Jensen.

November 2005 meeting minutes were read.  Corrections were noted.

Discussion regarding food in library was brought up to help may our library a more cozy space.   Sylvia allowed GER training session to have food in meeting room. George made motion to allow food and coffee, tea or water (no pop or sticky drinks) in meeting room and coffee, tea or water in library except by computers, all of this for a trial period to see if it works.  Davita seconded.  All was in favor- motion passed.

George J. made motion to approve the minutes with corrections.  Chris S. seconded.  All in was in favor-motion passed.

Old Business:

Copy Machine Policy: Discussion regarding a new policy for the copy machine.

Davita made motion that the library and other city business does not pay, everyone else does pay.  Janet seconded.  All was in favor-motion passed.

Movie License:  It would cost $250.00 for a 15-month license for unlimited viewing of movies at the library.  You cannot advertise the name of the movie and it has to be shown at the location of the license.  The school did purchase a license for movie viewing.  Discussion regarding the library also should get one.  Chris asked to table this business until January meeting once we have further information.  All agreed.

New Business:

Holiday Cookie Exchange: Discussion regarding a holiday cookie exchange.  This would be a community event, not a fundraiser.  It was decided that Lynne, Janet and Davita would put this together.  Advertise it as a Christmas open house and Cookie Exchange on December 17^th during library open hours 11-3.  Bring at least 3 dozen cookies to exchange along with recipe.  The library will provide hot drinks.

After School Library & Consistent Hours:  Sylvia and Carolyn has proposed the idea of keeping the library open every day from 1:30-4:30 p.m. this would provide students with an alternative place to go for computer time, homework, board games, etc. every day after school.  We could recruit volunteers to provide homework help and other activities for students to attract them to the library.  This would also provide consistent hours every day for the community, which has been a long-standing request from the patrons.   Discussion regarding the idea and that it not be focused on kids only, but any patrons and who would be able to fill these additional library hours.  This would make the library available 25 hours a week, the current hours is 18 a week.  Carolyn said she would be able to cover 2 of these days during her current 10/hour workweek.  Lexa, the City Clerk has said to Carolyn that the City Counsel is working on an increase in pay to the city employees which would include Carolyn and Sylvia.  Sylvia mentioned that she would prefer more paid hours instead of an increase in pay per hour.  Sylvia would like to request an additional 5 paid hours to supplement program management time and supervise these additional hours (without adding on more volunteer hours).  Davita made a motion to have this proposal taken to the City Council at the next meeting on December 8^th.  Chris seconded.  All was in favor-motion passed.

Committee Report: George agreed to due the committee report at the city council meeting on December 8^th  and submit the proposal in regard to increasing open hours at the library and additional hours for Sylvia. 

Overdues and Processing Fees: Sylvia asked if the policy regarding the extra $10 processing fee for replacement of lost books be removed.  This is not being done on a consistent basis and it was not found in the desk sitter manual.  We usually get books a discount anyways and shipping is less than the $10.  George made a motion to remove the extra $10 processing fee for replacement of lost books.  Janet seconded.  All was in favor-motion passed.

Meeting Room Fees:  Sylvia asked if we could come up with a simpler meeting room fee schedule.  The policy now is:

Minimum charge is $20.00 for the first two hours.  $15.00 per hour for each hour thereafter.  $35.00 cleaning deposit if serving refreshments. $20.00 if key is not returned to a librarian. Discussion regarding a flat rate fee and removing the cleaning deposit. The No Fee or Fee for Use potion of the policy will remain the same.  Chris made a motion to have a flat rate fee of $20.00 for 2 hours and $40.00 for more than 2 hours up to a full day, no cleaning deposit.  Janet seconded.  All was in favor-motion passed.

Aja’s Visit:  This was a much-needed visit.  She provided information regarding automation.  She recommended a good year of weeding before we start discussion of automation.  Automation has been tabled for now since it is not realistic for us right now.  She gave training on weeding; you definitely need 2 persons for weeding.  Sylvia will type up a brief overview of her visit to people to look at who weren’t there.

Work needed to be done at the library:  We have had one work party and have another one planned for December 13 from 10-12.  During this time weeding, cleaning and organizing is being done.  Sylvia has put a free book cart at the school and then moved it to Wings.  This has gotten rid of some of the books.  Air Ex had donated freight for 6 boxes to be taken to “Friends of the Library” in Juneau.  Sylvia has also put up a sign at the post office to ask people if they are light going to Juneau to take a box.

Website: Carolyn would like to get the library website updated.  She would like to hire Sean Neilson to train her and thinks it would probably take a full day.  This was tabled until January.

Community Survey:  Carolyn came up with a draft on a survey about the library to community members.  This is something that we have wanted to do for sometime.  Get ideas to Carolyn or leave at the desk in the library.  Tabled until January.

January Meeting:  Discussion regarding January meeting.  Since Carolyn, Sylvia and Chris will be gone until January 7^th the meeting should be the 2^nd Saturday instead of the 1^st.  George made a motion to have the next meeting on Saturday January 14^th at 8:30 a.m. in the library meeting room.  Davita seconded.  All was in favor-motion passed

Next meeting is set for Saturday, January 14th at 8:30 a.m. in the library

Meeting was adjourned at 9:50 a.m.                                                                           

Minutes respectfully submitted by Davita Marchbanks, Secretary of Gustavus Library Board.