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THE HAVERFORD
TOWNSHIP FREE LIBRARY ASSOCIATION
Board of
Trustees Meeting
DATE:
April 19, 2006
ATTENDING:
Larry Chrzan, President
Jeff Miller, Vice-President
Jim Murphy,
Treasurer
Sheryl
Forste-Grupp, Secretary
Tom McDonough
Sophia Avanzato
Mary Kate Andris
Adeline (Addie)
Ciannella, Library Director
ABSENT:
Honorable Rob Trumbull, Township Commissioner
PUBLIC COMMENT
No comment
MINUTES
The Board approves the minutes from the March 15, 2006
Board meeting.
Mr. Miller moves the minutes be approved. Mr. Murphy
seconds.
Brief discussion.
Passes all in favor.
APPROVAL OF FINANCIAL REPORT & TREASURER’S REPORT
Ms Forste-Grupp
moves the report be approved. Mr. Miller seconds.
Discussion
Mr. Murphy reports
that we are in line with the budget. The only unusual line-item is for materials
in March, but that reflects that 1,300 items were processed in March.
Ms Ciannella notes
that the Library renewed magazine subscriptions through EBSCO subscription
service.
Mr. Murphy reports
that the Book Fund and Improvement Fund are both in good condition.
Mr. Miller asks if
the Harbison donations should appear on the line “Gifts/Memorials” instead
of on the line “Fund Raising.” Mr. Murphy and Ms Ciannella will review
breaking out the receipts.
PRESIDENT’S REPORT
- Mr.
Chrzan reminds everyone of the DCLS trustee training program on May 4 at
7:30; he encourages Ms Andris to attend as a new board member
- Mr.
Chrzan notes that Tuesday, May 23 is the PA Legislative Day. Mr. Miller says
that he will attend. Ms Forste-Grupp will check her schedule for that day.
Ms Ciannella needs a head-count by April 24 to make transportation
arrangements.
- Mr.
Chrzan reminds everyone that there will be an Association Meeting next month
at 7 pm. Mr. Chrzan regrets that he will be unable to attend.
- Mr.
Chrzan notes that David Belanger has asked him to serve on the strategic
planning committee for the DCLS
DIRECTOR’S REPORT
- Ms
Ciannella reports that Jill Thomas and David Van Horn received Honorable
Mention at Connie William’s Librarian of the Year Award
- Michelle
Hay received Honorable Mention in the Youth: Group I in Delaware County
Workforce Investment Board
- Ms
Ciannella announces that she has been invited to serve on the One Book/ One
Philadelphia committee
- Ms
Ciannella notes that the HTFL’s partnership with the Quadrangle is ending
at their request because they need more space for their own books; this
means that HTFL’s home-bound outreach program will expand
- Ms
Ciannella notes that Governor Rendell wants to increase state-aid to
libraries by 23%; Mr. Chrzan notes that this would be a good point to bring
up on legislative day on May 23
- Ms
Ciannella reminds the Board of two important dates:
- Volunteer
Luncheon: Saturday on May 20th
- Staff
Appreciation Dinner: Friday on June 23
- Ms
Ciannella reports that she will be making several new hires to replace staff
who are leaving
COMMITTEE REPORTS
Building Committee
- Mr.
Miller reports that not much has happened with the roof; TBS has agreed to
come out for the final punch list in May
- Mr.
Miller is still working on the generator question; still collecting
estimates
- Mr.
Miller reports that the Friends have offered to buy a bench (or two) for
outside the Library; recommended location is in front of the grating
- Mr.
Miller notes that the committee is trying to update the plans for the layout
and site plan of the children’s room
PR/Advocacy/Development Committee
- Ms
Avanzato notes that the name will be “Open The Book” Gala
- The
first batch of sponsor letters have gone out and follow-up phone calls will
be made
- Mr.
McDonough spoke to the person at Staples and they are waiting for corporate
approval; he also contacted Starbucks and this sounds promising
- Mr.
Murphy will speak to Wachovia and Commerce; the back-up is Hudson and
Citizens
- Ms
Avanzato notes that there was discussion of ticket pricing, open-bar, etc.
- Time
line might be 7-8 open bar; 8-9 dinner; 9-11 award & speeches
- Ms
Ciannella still has not sent a contract out to Jennifer Weiner and is
waiting on the mystery author Lisa Scottoline
- 200
people can be accommodated at the Country Club; Ms Andris notes that the
yield is 30% on invitations
DCLS
No report because no one could attend this meeting.
Personnel & Law Committee
- Mr.
McDonough presents the “Employee Policy Manual;” Ms Ciannella that the
only corrections are editing
- David
Walton has been our pro-bono consultant on this document
- Mr.
Miller asks about the stance of the medical benefits; he recommends some
discussion of medical benefits that it be acknowledged that this changes
from year to year; Mr. Chrzan suggests that a line be added referring the
employees to their own individual contract for summary of benefits, etc.
- Mr.
Chrzan asks about roll-over vacation time; Ms Ciannella notes that employees
have historically carried over many vacation days, comp days, etc; Ms
Ciannella notes that the new manual says only 5 days of vacation time be
carried over from year to year
- Mr.
Chrzan will place this document on the web-site for board access
Strategic Planning Committee
- Mr.
Chrzan notes that the Committee and Ms Ciannella have been reviewing and
editing the strategic planning report and adding budget numbers
- Ms
Ciannella notes that we need to revise the mission statement, to write
executive summary, and then to create the market document with the help of
TCC
Finance Committee
- MOTION
Mr. Murphy moves that $100,000 of the Improvement Fund (currently in a Money
Market account) be moved to a 5% 12 month certificate of deposit; Mr. Murphy
moves that the two certificates of deposits for the Operating Fund be put in
a 12 month certificate of deposit at a rate of 5%; Mr.
Murphy moves additionally that Wachovia Securities account of $185,000 be
put in a certificate of deposit over a staggered period;
Mr. Chrzan seconds
Passes all in favor.
Board Development Committee
This committee did
not meet but will meet soon.
IT Committee
- The
technology committee met virtually. One member was added: Cary Connor.
- Mr.
Chrzan reports that main topics of discussion have been internal systems for
library staff, technical services to use
- Ms
Ciannella and Ms Faris have finished an inventory of hardware and are
currently compiling the report
- Ms
Andris volunteers to do a search for technology funding for the library
- Mr.
Chrzan notes that they are seeking an IBM grant to buy computers at factory
cost at $100/ pc
- Mr.
Chrzan notes the committee is exploring the possibility of providing
wireless service in the library
- Mr.
Chrzan notes this would be a break with getting the feed from the DCLS; DCLS
manages the filtering system; if we get our own system, then we need an
internet policy or direction in terms of what we want to allow or disallow
in terms of access
- Three
possible models for internet policy:
- open
network with no filtering
- “fair
use” policy which the customer must agree to in order to use the
internet
- have
a filtering system that would restrict access
Discussion ensues.
Mr. Chrzan recommends that we institute a “fair use” policy:
Motion:
Ms Forste-Grupp motions the institution of a “fair use”
policy; Ms Andris seconds; passes all in favor
Nominating Committee
- Mr.
Chrzan notes that no Trustee position is up for election this year; Mr.
Miller and Ms Forste-Grupp’s terms expire 2007
- Mr.
Chrzan announces that he will step down as president of the Board of
Trustees
- The
Committee recommends that the following slate of officers be presented to
the Association for voting: Mr. Miller be elected as a President; Ms
Forste-Grupp as Vice President; Mr. Murphy as Treasurer; Ms Avanzato as
Secretary
Motion
Mr. Chrzan motions the Committee’s recommendation be accepted; Mr.
McDonough seconds
Passes all in favor
OLD BUSINESS
None
NEW BUSINESS
- Mr.
Chrzan begins discussion of HTFL’s mission statement.
By consensus this is our new mission statement:
The mission of the
Haverford Township Free Library is to provide you with resources, programs, and
services that enhance and enrich your life.
- Ms
Ciannella has 3 proposals for our branding; she submits them to the
PR/Advocacy/ Development committee to review.
- Ms
Ciannella notes that the library should begin doing background checks on the
new volunteers who will be making home deliveries; this goes to the policy
committee
- Mr.
Miller suggests that the Board send a letter of congratulations to Jill
Thomas, David Van Horn, and Michelle Hay
A motion to adjourn at 9:30 pm was made by Ms Avanzato,
seconded by Mr. McDonough, and approved unanimously.
The next meeting is Wednesday, May 17, 2006 at 7 PM.
Respectfully submitted,
Sheryl Forste-Grupp
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