Library Board Minutes 1-18-172017-04-20T10:25:59+00:00

TREMONTON CITY LIBRARY
BOARD MEETING
January 18, 2017
Members Present:
Kim Griffiths, Library Director
Diana Doutre, City Council Representative
Linda James, Chairperson
Carol Jones, Vice Chairperson
Laura Bloomfield, Board Secretary
Nancy Bills, Board Member
Rick Jeppesen, Board Member
Annette Macfarlane, Board Member
Kathy Wood, Board Member
Rebecca Jeppesen, Librarian-Secretary

BEAR RIVER VALLEY LIBRARY CONSORTIUM HELD IN CONJUNCTION
WITH THE GARLAND LIBRARY BOARD

The meeting was called to order by Garland Chairperson Michelle Stay at 7:02 p.m. The meeting was held in the Garland Library at 86 West Factory, Garland, Utah. Those in attendance were Tremonton Library Director Kim Griffiths, Council Representative Diana Doutre, Chairperson Linda James, Vice Chairperson Carol Jones, Board Secretary Laura Bloomfield, Board Members Nancy Bills, Rick Jeppesen, Annette Macfarlane, Kathy Wood, Librarian-Secretary Rebecca Jeppesen, Assistant Librarian Janelle Esplin; Garland Library Director Melanie Capener, Chairperson Michelle Stay, Secretary Jenny Cottrell, Board Members Chris Jensen, Brady McCann, Lisa Smith, and Kerrie Young.

1. Welcome

Garland Chairperson Stay opened the meeting.

2. Approval of Agenda

Motion by Council Representative Doutre to approve the Agenda. Board Member Macfarlane seconded the motion. Vote: Tremonton City Council Representative Doutre – aye, Chairperson James – aye, Vice Chairperson Jones – aye, Board Secretary Bloomfield – aye, Board Member Bills – aye, Board Member Jeppesen – aye, Board Member Macfarlane – aye, Board Member Wood – aye, Garland Chairperson Stay – aye, Board Secretary Cottrell – aye, Board Member Jensen – aye, Board Member McCann – aye, Board Member Smith – aye, Board Member Young – aye. The motion carried.

3. Plan Annual Consortium Strategic Goals

a. Bear River Valley Community Activities Calendar

Director Griffiths talked to Zack at Tremonton Parks and Recreation, about creating a community calendar with links to the Tremonton City Library and the Garland Public Library Websites. Board Member Macfarlane suggested that both libraries send out emails to inform all their patrons about the Community Activity Calendar.

b. Consortium Website with Links to Each Library

Director Capener is planning to create a Bear River Library Consortium Website. It will be a one-page spread, with links to both libraries, and should be completed within one month.

c. Annual Combined Activities

Garland Library will sponsor a Teen Mystery Dinner on February 22, 2017, and a Children’s Mother’s Day Craft and Story Time in May. Tremonton Library will be hosting monthly cooking classes and an ongoing “HOME” Craft for adults, which will be scheduled throughout the year. Tremonton Library will be participating in the Play Unplugged summer program, sponsored by the Box Elder County Chamber of Commerce. Chairperson Stay said that the Garland Library would like to participate in this program. In addition to receiving Brag Badges for each activity that they participate in, children will be able to win prizes during a party at the end of the summer.

d. Board Member Ideas

Home Depot and Ace Hardware may be willing to provide construction activity kits.

4. Discuss Changes to Bear River Valley Library Consortium Circulation Policy

Sometimes a new patron will get a library card, check out as many items as possible, and never return any of the items. To counter this problem, other libraries have instituted probationary periods for new patrons. Director Griffiths would like to create a six-month probationary period, with limited checkouts, for new patrons. Currently, adults may check out 40 items (20/library), and children may check out 20 books. The board discussed limiting new patrons to half the checkout limit, for a period of six months. Directors Griffiths and Capener will discuss details, write up suggested circulation policy changes, and present them for each library board to vote on.

5. Plan Summer Reading Program Party

Director Capener announced that the Garland Library will not be participating in a joint Opening Summer Reading Party, due to a scheduling conflict, financial concerns, and patron preferences. The Garland Library has scheduled May 31, from 12-3 p.m., for their Opening Reading Program Party.

6. Adjourn the Bear River Valley Library Consortium Meeting and convene the Tremonton Library Board Meeting

Motion by Council Representative Doutre to adjourn the meeting. Board Member Macfarlane seconded the motion. Vote: Tremonton City Council Representative Doutre – aye, Chairperson James – aye, Vice Chairperson Jones – aye, Board Secretary Bloomfield – aye, Board Member Bills – aye, Board Member Jeppesen – aye, Board Member Macfarlane – aye, Board Member Wood – aye, Garland Chairperson Stay – aye, Board Secretary Cottrell – aye, Board Member Jensen – aye, Board Member McCann – aye, Board Member Smith – aye, Board Member Young – aye. The motion carried.

TREMONTON LIBRARY BOARD MEETING

1. Welcome

Chairperson James opened the Tremonton Library Board Meeting.

2. Approval of Agenda

Motion by Board Member Bills to approve the Agenda, with discussion of 2017 Summer Reading Program Party as first order of new business. Board Member Wood seconded the motion. Vote: Tremonton City Council Representative Doutre – aye, Chairperson James – aye, Vice Chairperson Jones – aye, Board Secretary Bloomfield – aye, Board Member Bills – aye, Board Member Jeppesen – aye, Board Member Macfarlane – aye, Board Member Wood – aye. The motion carried.

3. Approval of Minutes from November 2, 2016

Motion by Board Member Bills to approve the Minutes of November 2, 2016. Council Representative Doutre seconded the motion. Vote: Tremonton City Council Representative Doutre – aye, Chairperson James – aye, Vice Chairperson Jones – aye, Board Secretary Bloomfield – aye, Board Member Bills – aye, Board Member Jeppesen – aye, Board Member Macfarlane – aye, Board Member Wood – aye. The motion carried.

4. Public comments: This is an opportunity to address the Library Board regarding your concerns or ideas. Please limit your comments to three minutes.

There were no public comments.
5. New Business

a. Plan Summer Reading Program Party

Due to concerns about Memorial Day weekend, Director Griffiths will talk with her staff and Tremonton City to determine a better date for the Opening Summer Reading Program Party. The 2017 Summer Reading Theme is “Building a Better World.” Assistant Librarian Esplin envisions children building catapults for launching superheroes into foam towers, making play dough, creating structures out of large appliance boxes, folding Star Wars origami, and assembling mini Lego figures. Esplin will provide a volunteer spreadsheet, listing party activities, for the April Board Meeting. She will also advertise for volunteers in the Tremonton Classifieds and post a volunteer spreadsheet on the library counter. Board Member Bills would like weekly summer activities.

b. Review 2015-2017 Technology Goals

Our 2017 Community Partnership/Outreach Goal is the installation of a digital sign outside the library, to promote community events. Tremonton City Council Representative Doutre will look into possible funding. The 2017 Children’s Services Goal is to provide learning program days throughout the year. Director Griffiths would like to install gardening boxes around the library, for children to maintain. This year’s Teen Services Goal is to teach teen board members how to work with the schools to market their programs. The Adult/Senior Services Goal is to teach patrons how to use the library’s Cricut for crafts and scrapbooking. Patrons would need to be taught in small groups, because it is a slow process. The library has already started on its Public Relations/Marketing Goal by promoting library activities through social media. This year’s Technology Goal focuses on providing digital access to patron card applications and computer user agreements on the Tremonton Library Website.

c. Create 2018-2020 Technology and Strategic Plan Committees

Kim will provide a committee signup sheet at the April Board Meeting. Each committee will meet once or twice to generate ideas for the 2018-2020 Technology and Strategic Goals, which will be voted on at the October Library Board Meeting.

6. Unfinished Business

a. Discuss and Vote on Code of Conduct Policy

Two items have been added to the Code of Conduct Policy. 1) The Code of Conduct Policy explains that the public access phone is a courtesy, to primarily be used for children to contact their parents or other caregivers. It may also be used to contact Workforce Services, schools, or for other educational purposes. All phone calls will be limited to ten minutes in length. Calls lasting over ten minutes will be charged a $1.00 fee. The public access phone may not be used for social calls or soliciting business. Library staff must input the long distance code for patrons. 2) The Code of Conduct Policy now specifies that individuals claiming a need to bring an emotional support animal into the library, under the Americans with Disabilities Act, must verify their claim with a doctor’s letter. The letter needs to be less than a year old and needs to include the doctor’s name, phone number, school graduated from, and license number.

Motion by Board Member Jeppesen to approve Code of Conduct Policy. Vice Chairperson Jones seconded the motion. Vote: Tremonton City Council Representative Doutre – aye, Chairperson James – aye, Vice Chairperson Jones – aye, Board Secretary Bloomfield – aye, Board Member Bills – aye, Board Member Jeppesen – aye, Board Member Macfarlane – aye, Board Member Wood – aye. The motion carried.

7. Board Reports

a. Library Director’s Report

During November, 8 teens played games, 40 children made Thanksgiving crafts, and 62 children participated in a Turkey Hunt around the library. In December, 11 teens decorated the library for Christmas, 27 children participated in a Grinch Hunt, 10 teens made ornaments, 3 individuals competed in a Whoville House Contest, 48 people voted for the Whoville winners, and 64 children attended the Grinch Party. In January, 20 individuals attended a Chinese Cooking Class.

b. Business Topics for the Next Board Meeting

Summer Reading Kickoff Party
Follow-up Report on Digital Sign
Report on Patron Telephone, which is currently out of service
Technology and Strategic Plan Committee Signups

8. Calendar Items

a. Next Library Board Meeting will be held on April 19, 2017 @ 7 p.m.
b. Advanced Computer Class on Tuesdays from 9 – 11 a.m. (Senior Center)
c. Evening Computer Class on Tuesdays from 6-8 p.m. (Senior Center)
d. Computer Help Class on Wednesdays from 9 – 11 a.m. (Senior Center)
e. Beginning Computer Class on Thursdays from 9 – 11 a.m. (Senior Center)
f. Needlecraft Class on Thursdays from 4 – 6 p.m.
g. Children’s Story Hour on Fridays at 10 a.m.
h. Drawing Class with Gary Brantner on 1st Friday from 5-7 p.m.
i. Teen Craft: Make Your Own Snow on January 21 @ 1-2:30
j. Adult “HOME” Craft on January 21 @ 4:30 (Senior Center)
k. Girl’s Fairy Tea Party on January 28 @ 2-4 p.m. (Senior Center)
l. Girl’s Fairy Tea Party on February 4 @ 2-4 p.m. (Senior Center)
m. Children’s Valentine Craft on February 10 – available all day
n. Boy’s Constructing Fun Party on February 25 @ 2-4 p.m. (Senior Center)

9. Adjournment

Motion by Vice Chairperson Jones to adjourn the meeting. Board Secretary Bloomfield seconded the motion. Vote: Tremonton City Council Representative Doutre – aye, Chairperson James – aye, Vice Chairperson Jones – aye, Board Secretary Bloomfield – aye, Board Member Bills – aye, Board Member Jeppesen – aye, Board Member Macfarlane – aye, Board Member Wood – aye. The motion carried.

The meeting adjourned at 8:16 p.m.

The undersigned duly acting and appointed Library Director and Library Board Chairperson for the Tremonton Library Board hereby certifies that the foregoing is a true and correct copy of the minutes for the Library Board Meeting held on the above referenced date. Minutes were prepared by Rebecca Jeppesen.
______________________________
Kim Griffiths
Library Director
______________________________
Linda James
Chairperson