Agenda Storm Lake Public Library Board Meeting Monday, June 13, :00 pm Library Meeting Room

Transcription

1 Agenda Storm Lake Public Library Board Meeting Monday, June 13, :00 pm Library Meeting Room Call to Order Approval of Agenda Hear the Public Approval of Previous Month s Meeting Minutes Review of Monthly Statistical Report Review of Monthly Financial Report Approval of Bills Old Business 1. Open Trustee Position, Mary Kay Hudspeth New Business 1. Director s Report, Misty Gray 2. Selection of Library Board Liaison for June 15 Friends of the Library Meeting 3. Authorization for Mary Kay Hudspeth to Sign Disclaimer Allowing Misty Gray to Act as a Consultant and Trainer for Northwest Iowa Library Services, Mary Kay Hudspeth 4. Acceptance of Planning Proposal Submitted by George Lawson 5. Authorization to Send Letter of Agreement to George Lawson 6. Authorization to Submit Director Evaluation to City Administration 7. Authorization to Sign FY 2012 Enrich Iowa Program Public Library, Letter of Agreement 8. Library Board Officer Nominations 9. Library Board Officer Elections Adjourn Next Meeting: Monday, July 11, 2011 at 4:00 pm.

2 Storm Lake Public Library Board May 9, 2011 Meeting Minutes Trustees Present: Staff Present: Ryan Brandenberger, Barb Dvergsten, Bev Edmondson, Allison Emery, Joan Hakes, Mary Kay Hudspeth, Deb Mummert Misty Gray Mary Kay Hudspeth called the meeting to order at 4:01 pm. Bev Edmondson moved to approve the agenda for the May 2011 Library Board meeting. Barb Dvergsten seconded. All members present approved the motion. The minutes from the April meeting were reviewed. Joan Hakes moved to approve the minutes for the April 2011 minutes as presented. Deb Mummert seconded. All members present approved the motion. The April statistical and financial reports were presented and reviewed. The April bills were reviewed and discussed. Ryan Brandenberger moved to approve the bills as presented. Allison Emery seconded. All members present approved the motion. Old Business Mary Kay Hudspeth updated the Library Board on the open Trustee position. Miguel Flores has declined to apply for the open position at this time, but he asked the Library Board to contact him again in a year if another position opens. Mary Kay has made initial contact with Raymundo Villareal. Mary Kay Hudspeth updated the Library Board about the progress of the evaluation for the director. She handed out a draft of the evaluation including questions to be sent to Library staff. New Business Misty Gray submitted the Director s Report. Joan Hakes reported on the activities of the Friends of the Library. Misty Gray requested authorization to change Library operation hours beginning Tuesday, May 31, After some discussion, Deb Mummert moved to authorize the change in Library operation hours beginning Tuesday, May 31, Allison Emery Seconded. All members present approved the motion. Misty Gray requested approval to initiate the digitization of the Storm Lake Public Library s microfilm collection. After some discussion, Deb Mummert moved to approve the initiation of the digitization of the Storm Lake Public Library s microfilm collection. Barb Dvergsten seconded. All members present approved the motion. Adjournment There being no further business, Bev Edmondson moved for adjournment at 4:51 pm. Joan Hakes seconded the motion, and the motion carried by all members present. The next regularly scheduled board meeting will be on Monday, June 13, 2011, at 4:00 pm. Respectfully submitted, Misty Gray, Library Director

3 Monthly Report for May 2011 Circulation Circulation YTD 4,585 Total Circulations 59, Access Plus (ILL) items loaned Access Plus (ILL) items borrowed Open Access items loaned Internet Use 10,769 0Microfilm 14 Additions Additions YTD 125 Materials Added 1, Patrons Added ,588 Total Patrons Service Statistical Totals Service Stat. Totals YTD 2 Reference Questions Answered 988 3,601 Monthly Attendance 43,316 6 Days of Service Per Week 54 Hours of Service Per Week Deposits Deposits YTD Fines & Fees $ $10, Misc. Memorials $ $1, Dohrmann $ $ Open Access $85.00 $4, Direct State Aid $2, Erma Meyers $0.00 Total: $1, Total YTD: $20, Cayuga St. Storm Lake, IA (712)

4 Monthly Statistical Report for May 2011 Acquisitions Withdrawals Circulation Holdings Non-Fiction ,193 Fiction ,604 13,724 AV Dept Books-On-Tape (FIC) Books-On-Tape (NF) Books-On-CD (FIC) Books-On-CD (NF) Compact Discs DVDs ,454 E Fiction ,317 J Fiction ,650 J Non-Fiction ,846 J Audio-Visual Magazine Subscriptions 0 0 N/A 86 Magazine Holdings N/A Newspaper Subscriptions Vertical File Videos YA Materials ,861 Grand Totals ,585 41, Cayuga St. Storm Lake, IA (712)

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11 May 2011 June 2011 Director s Report Submitted by Misty Gray Library Staff Elizabeth Huff hosted book babies on May 14. Ruth Freese facilitated Knit Flicks on May 17. Jo Mead took vacation from May 17 to 23. Ruth Freese facilitated the Women s Studies Book Club on May 19. Misty Gray took sick leave on May 23. Kim Mehlenbacher took sick leave on May 24. Peg McBride took vacation from May 24 to 26. Ruth Freese facilitated the CommUNITY Book Club on May 26. Misty Gray took a vacation day May 27. Jessica Navarro took a day off on May 31. Kim Mehlenbacher attended the safety meeting on June 1. Elizabeth Huff took a day off on June 2. Elizabeth Huff hosted book babies on June 11. Director s Calendar May 9: Library Board Meeting May 10: Department Head Meeting May 16: Department Head Meeting May 16: City Council May 18: Focus Group Meeting (Lao only) May 19: Evaluating Library Staff May 23: Strategic Planning with City Council May 24: Strategic Planning with City Council May 25: Reference Questions Tallied May 28: Library Closed May 30: Library Closed May 31: Summer Hours Begin May 31: Department Head Meeting June 1: Meeting with Stacey Cole and Kellie Anderson (Staff Sharing Possibilities) June 1: Staff Meeting June 3: Library Staff Evaluations Due June 6: Reference Questions Tallied June 6: Department Head Meeting June 6: City Council June 7: Meeting with Alison Dillard (Insurance Inventory) Donations $ Karen Stacy In memory of Denzil Stacy $35.51 Keep the Change WILBOR Update Unique Titles: 7,375 Total Copies: 10,962 (not including 25 always available titles) WMA: 4,015 MP3: 1,021 EPUB: 5,385 PDF: 541 SLPL patrons using WILBOR: 332 (+10) Checkouts by SLPL patrons: 1,714 / 4,254 (circs this fiscal year / circs since beginning of service)

12 New and Notable The vinyl lettering on the front and back doors listing the library hours has been updated! We have received microfilm for our local papers through 2010, and the digitization project has begun! Upcoming Programs Thursday, June 16 at 7PM: Book Discussion, Nickel and Dimed by Frances Fox Priven Thursday, June 23 at 7PM: Book Discussion, The Help by Kathryn Stockett Thursday, July 28 at 7PM: Book Discussion, Driftless by David Rhodes Director s Report, 2

13 Northwest Iowa Library Services Special Project Consultant Consulting & Training Contract Northwest Iowa Library Services, by and through its duly appointed Board of Trustees, hereafter referred to as Board, and Bonnie McKewon, hereafter referred to as NWILS Administrator, and Misty Gray hereafter referred to as Special Project Consultant (S.P. Consultant) hereby contract and agree as follows: 1. Employment: Board hereby agrees to contract for consulting and training services with S.P. Consultant under temporary part-time conditions with Northwest Iowa Library Services. 2. Duty: S.P. Consultant shall have the duty to organize, deliver, and implement all acts and services required of this contracted position under the direction and supervision of NWILS Administrator. See job description included herein. 3. Acceptance: S.P. Consultant hereby accepts said contract and agrees to perform the duties and services as set out in paragraph 2 hereof faithfully, diligently, and to the best of his/her ability, and further agrees to work and act at all times with NWILS Administrator, staff, and Board in a helpful and cooperative manner. 4. Duration: The period of this contract shall be from July 2011 through June 2013 under the terms and conditions as herein provided. This contract may be extended for an additional period upon agreement of all parties. 5. Consideration: In consideration of the performance of the duties as set forth herein, Board shall compensate S.P. Consultant for on-site consulting services and training services at various venues at the rate indicated on the page entitled Reporting Form for Projects, (1&2) included herein and within these guidelines: [a] As a contracted service, S.P Consultant will receive 100% of the payment, without tax deductions. It is the S.P. Consultant s responsibility to declare this payment on his personal income tax statements. [b] Payment shall be made in NWILS earliest billing cycle following completion of the project, with the check mailed the next business day. [c] It is the S.P. Consultant s responsibility to make prior arrangements with his own board for approved leave and to decide whether payment should be made to his local library or to himself personally. See Disclaimer included herein.

14 6. Expenses: Once projects are assigned, [a] S.P. Consultant will most often provide consulting services on-site at local libraries; occasionally, libraries needing assistance will choose to visit the Consultant s home library. Compensation is given for the time spent in the consulting project, along with mileage and meal expenses incurred in traveling to the local libraries. [b] S.P. Consultant may deliver training classes on-site or online. When conducting training classes for continuing education credit, prep time is included in the training fee, which will be based on the number of instructional hours. Mileage and meal expenses incurred in traveling to the local libraries will be paid in addition to the training fee. [c] Other expenses incurred in the performance of this contract (postage, supplies, photocopies, etc) are allowable reimbursements at the discretion of NWILS Administrator. [d] Because NWILS is considered the sponsor for all continuing education and training classes, NWILS will provide S.P. Consultant with sign-in sheets, name badges, evaluation forms, c.e. certificates, and photocopied handouts at NWILS expense. 7. Auto Insurance: S.P. Consultant will provide own vehicle and auto insurance coverage, which will be considered primary coverage when traveling on NWILS business. S.P. Consultant is asked to provide NWILS with proof of auto insurance coverage (photocopy of insurance card, etc.) 8. Health Insurance: As a contracted service, the S.P. Consultant s position is not entitled to health insurance benefits. 9. Other Insurance: As a contracted service, the S.P. Consultant s position is not covered by NWILS liability insurance. NWILS will be held harmless in the event of a personal injury while on local libraries premises and/or in the event of property damage while on local libraries premises. 10. Paid Days Off: As a contracted service, the S.P. Consultant s position is not entitled to paid days off. 11. Professional Dues: As a contracted service, the S.P. Consultant s position is not entitled to the payment of professional library affiliation memberships and dues. 12. Contract Termination: This contract may be terminated by any party giving thirty (30) days written notice to the other parties of any intention to terminate this contract. 13. Amendments: This contract may not be changed or amended unless in writing, signed by each of the parties hereto.

15 This document is an agreement between N.W. Iowa Library Services and all Special Project Consultants, whereby Consultant agrees to assume responsibility for the duties outlined in the S.P. Consultant s Job Description in exchange for this payment, working from his residence and/or home library. It is understood that S.P. Consultants shall participate in an orientation session regarding ethics, responsibilities, and best practices in professional consulting and training. It is understood that S.P. Consultants shall respect the client(s) rights to a relationship of trust, privacy, and confidentiality, and to the responsible use of information obtained from or about clients and their library. It is understood that NWILS Administrator will allocate the hours spent by S.P. Consultants on particular projects so that NWILS support is equitable among the libraries served. It is understood that all projects undertaken by S.P. Consultants for NWILS must have prior approval of NWILS Administrator. It is understood that S.P. Consultants may provide services to a library in addition to those provided in their capacity as an S.P. Consultant. Such arrangements are independent of this agreement and are not the responsibility of NWILS. It is understood that NWILS staff will continue to develop and share new and existing tools and aids with S.P. Consultants for their use in consulting and training (databases, instructions, procedures, scripts, web tools, etc) These tools remain the intellectual property of NWILS. S.P. Consultants may choose to retain intellectual property rights to their own material. However, it is understood that S.P. Consultants will share the tools and aids they develop as part of consulting and training assignments with NWILS for use by NWILS staff, and for use by other Consultants. Should S.P. Consultants retain the rights to their own material, NWILS will still follow the same compensation structure for their assignments as outlined herein. It is understood that NWILS will advertise training classes conducted by S.P. Consultants through various communication channels. It is understood that S.P. Consultants shall provide a signed expense report (provided by NWILS) upon completion of on-site and electronic consulting and training services, ed or faxed to NWILS office, to be paid in NWILS earliest billing cycle.

16 It is understood that S.P. Consultants shall provide a written summary upon completion of said projects, ed or faxed to NWILS office. This summary shall include a description of the project, an approximation of the number of and telephone contacts, and the status / completion of the job assignment. See reporting forms provided in herein. It is understood that NWILS Administrator will ask the client to evaluate their experience with S.P. Consultants in terms of effectiveness and benefit to the client s library. IN WITNESS WHEREOF, the parties have signed the CONTRACT FOR SERVICES: SPECIAL PROJECT CONSULTANT: NORTHWEST IOWA LIBRARY SERVICES By President, NWILS Board of Trustees BOARD By Bonnie McKewon Administrator / Senior Consultant NWILS ADMINISTRATOR By Special Project Consultant S.P. CONSULTANT NWILS Board approved June 2006 Revised June 2009; June 2010; June 2011

17 Reporting Form for Consulting Projects Revised June 2010 / Current June 2011 Name Date Description of the consultation (include the nature and number of phone calls and s) Hours spent: Pre-visit time On-site time Travel time (paid at rate of $27.00/hour) Post-visit time Total For Above $ Formula for consulting time: # of hours claimed x $27.00 per hour Mileage = $ Formula for mileage: roundtrip state allowable mileage rate Photocopies = $ Formula for photocopies: 10 per copy / 80 per copy based on KINKOS pricing Meals / Postage / Other expenses attach receipts $ Formula for above: actual cost Check payable to (needed to Indicate whether the check should be made payable to you personally OR to your home library. In either case, please provide complete mailing address)

18 Reporting Form for Training Projects Revised June 2010 / Current June 2011 Name Date Class Title Class Description Nature of Class Development: Check One Original workshop development Repeat of existing workshop Number of Instructional Hours Prep Time in Hours Travel Time in Hours (paid at $27.00/hour) Total For Above $ Formula for original workshops: # of instructional hours, double that number for prep time, total x $27.00/hour Example: Joe develops a new workshop worth 2 instructional hours. 2 instructional hours + 4 hour allowance for prep time = 6 hours x $27.00/hour Joe claims $ Formula for repeat of existing workshop: # of instructional hours, plus ½ that number for prep time, total x $27.00/hour Example: Joe repeats an existing workshop worth 2 instructional hours 2 instructional hours + 1 hour allowance for prep time = 3 hours x $27.00/hour Joe claims $81.00 Mileage = $ Formula for mileage: roundtrip state allowable mileage rate Photocopies = $ Formula for photocopies: 10 per copy / 80 per copy based on KINKOS pricing Meals / Postage / Other Expenses attach receipts $ Formula for above: actual cost Check Payable To: (needed to indicate whether check should be payable to you personally or to your home library; in either case, please provide complete mailing address)

19 Special Project Consultant Disclaimer #1 As (director, staff, etc) of the Storm Lake Public Library, I have discussed the probability of contracting with Northwest Iowa Library Services (NWILS) as Special Projects Consultant. Storm Lake Public Library Board fully supports my involvement with NWILS and believes that my time spent in this capacity is job-related. Moreover, the Storm Lake Public Library Board believes that I should conduct any NWILS training and/or consulting assignments on local library time. Therefore, issue check for compensation and expenses for training and/or consulting assignments payable to Storm Lake Public Library. Alternatively: While any training / consulting assignments will be conducted on local library time, a separate check for mileage, meals, and related expenses should be payable to me personally. Initial here if choosing this option: consultant initials trustee initials Signature: Library Director (staff, etc) NWILS Special Projects Consultant Date:6/13/2011 Signature: Library Trustee Date:6/13/2011 Special Project Consultant Disclaimer #2 As (director, staff, etc) of the Storm LakePublic Library, I have discussed the probability of contracting with Northwest Iowa Library Services (NWILS) as Special Projects Consultant. Storm Lake Public Library Board believes that my time spent in this capacity is not job-related and that I must conduct any NWILS training and/or consulting assignments on personal time. Therefore, all compensation and expenses for training and/or consulting assignments should be made payable to me personally. Signature: Library Director (staff, etc) NWILS Special Projects Consultant Date:6/13/2011 Signature: Library Trustee Date:6/13/2011

20 Northwest Iowa Library Services Special Project Consultant Job Description Contracted Position I. Consulting with Local Libraries. Description: Collaborate and assist NWILS staff in providing on-site consulting services to NWILS member libraries in the following areas: Collection organization and weeding Instruction in MARC records and MARC products Prepping for automation with tasks such as inventory, weeding, cataloging instruction, SILO/MARC record submissions, hardware purchases, MARC copy cataloging, retroconversion options, bar coding options, etc. Room makeovers / space analysis / re-allocating space Marketing, merchandising, and PR strategies Greeting new directors and acting as mentors Other projects approved at discretion of NWILS Administrator Cooperate and respond to evaluation comments, making changes as needed Report to NWILS Administrator re: the consultation experience, participants reactions, suggestions for improvements, etc. II. Training Local Libraries. Description: Assist NWILS staff with developing and providing training to NWILS member libraries. Using training modules already developed by NWILS staff, freshen handouts, photocopy handouts, and conduct training classes on topics such as EBSCO, FirstSearch, SILO ILL & Worldcat routines, computer applications (MS Office Suite) blogging, wikis, social networking sites, Web2.0 tools, etc. In cooperation with NWILS staff, occasionally develop new training modules on new and emerging needs, i.e. digital media, new technology apps and products, consortia (i.e. WILBOR, IEC, etc) Organize and facilitate NWILS roundtables, including Career Reading Roundtables and technology users groups Distribute sign-in sheets, workshop evaluations, and c.e. certificates to all in attendance and return these items to NWILS office Respond to participants evaluation comments, making changes as needed Report to NWILS Administrator re: the training content, participants reactions, suggestions for improvements, etc. III. Education Requirements Iowa Public Library Certification Minimum of 2 years public library work experience or comparable information technology experience and expertise

21 IV. Physical Job Requirements Must possess a valid Iowa drivers license, own car insurance, and the proven ability to drive independently when assignment requires Some travel required, primarily throughout NWILS 19-county area. Some evening meetings are possible. Position is structured on a contractual basis (not a payroll position) See accompanying Contract for Services. Ability to lift a minimum of 20 pounds V. Technical and Other Necessary Job Skills Computer skills, with strengths in application software (WORD, EXCEL, POWERPOINT, etc) and Web2.0 tools (blogs, wikis, social networking sites, etc.) Proficiency in database searching and Internet applications Effective oral and written communication skills Ability to effectively and efficiently organize work flow and training/consulting assignments, with attention to detail and consistently meeting important deadlines Ability to establish good rapport with member libraries and deliver quality customer service Commitment to improving job skills VI. Position Supervises Self VII. Position Supervised by and Reports To NWILS Administrator spc contract revisions 2011 previous Nov05;June09;June2010

22 NAME ADDRESS LIBRARY PHONE HOME PHONE Professional Profile Briefly describe your library background and training relevant to this position Professional Accomplishments List career highlights in recent years, i.e. successful local / countywide projects, completion of specialized training, participation in local/ regional / state organizations, etc. Training / Consulting Areas of Interest or Specialty Describe your areas of interest or expertise for both training assignments and consulting assignments Education Indicate your highest level of formal education 4-year high school 4-year college degree 2-year college degree advanced degree other Narrative Please share your reasons for wanting to assist NWILS as a Special Projects Consultant

23 George Lawson Library Planning 1007 Brookridge Avenue, Ames, Iowa voice fax To: Board of Trustees and Misty Gray, Director Storm Lake Public Library From: George Lawson Date: May 4, 2011 Topic: Planning Proposal Congratulations on securing the funding needed to move your building project forward! Your success reflects the Board s and Director s vision and determination. This proposal identifies the next steps in that planning architect selection and development of a project design and budget to take forward for approval by municipal and funding authorities. Architect Selection The consultant will assist the library in the recruitment, selection, and contracting of architectural services. A range of appropriate selection methods be considered. Absent other considerations, it is suggested that a Qualifications Based Selection style process be utilized to make sure the firm selected understands library services and operations, has a good track record for effective and efficient buildings, and is a firm that will be a good fit with you and your community. The consultant will prepare all necessary selection documents and provide a process that reflects the Board s preferences. Over the past 18 years I have worked with most of the architectural firms that will submit proposals for your project. I am also able to offer insights regarding architectural fees and contractual terms should that be helpful. Pre-Funding Design The pre-funding phase determines the building s configuration on the site, the preliminary design of the building, the size of the building, the internal layout of spaces, and the preliminary project budget. This is the information needed to take the project forward for approval and funding. The architectural team leads this planning effort.

24 The first step is to determine how completely the existing site with the potential addition of other property provides for the library s space requirements. Testing allows the deliberate, thorough exploration of the expansion solution and provides the information and insights necessary for making an informed decision regarding site requirements. When the site is fully defined the next step is to develop a design that reflects the services and features the Library team envisioned in the building program. A cooperative dialogue by the architect, library team, and library planner during the pre-funding design phase leads to the best results. The community is often actively involved to listen to their suggestions and ideas and to help create understanding and support for the project. The library planner works to ensure that the plan s spatial relationships create a customer-based library with full operational functionality. The library planner works carefully with the architectural team to find the right blend of design and function. Fee Proposal A flat fee for each planning phase is shown in the following table. All reimbursable expenses are in addition to the flat fee and are billed at their actual cost. Reimbursable expenses normally include transportation, lodging, meals, and copying. Billing would occur on a monthly basis to reflect progress to date. Planning Phase Flat Fee Architect Selection $2,850 Pre-funding Design $5,400 General Conditions The consultant may request the assistance of the Library Director and staff in providing necessary information and arranging visits, interviews, and meetings. The Library may terminate this agreement at any time during the study with the only obligation to reimburse the consultant for time and expenses incurred prior to the date of receiving a written termination notice. The consultant's time is controlled by the Library Director; no additional work will be undertaken without written authorization of the Library. All communications and reports will be transmitted to the Library Director for distribution. How to Begin Our working relationship would be formally initiated by a letter of agreement from the Library accepting this proposal and authorizing work to begin.