Columbus Public Library, Columbus, Nebraska


Meeting of the Columbus Public Library Board February 14, 2008 The regularly scheduled meeting of the Columbus Public Library Board was called to order at 4:30 PM on Thursday, February 14, 2008 by the Vice-President, Carol Keller. She read and signed the “Certification of Compliance” regarding the “Open Meeting” law. Other Library Board members present included Sharon Farritor and Joie Taylor. Brad Hruska, the Children’s Librarian, Jill Owens, the Reference Librarian, and Robert Trautwein, Library Director, were also present. Notice of this meeting was given in advance with a copy of the agenda posted at City Hall, the County Court House and in the Public Library. All proceedings hereafter shown were taken while the convened meeting was open to the public. The Minutes of the January Board meeting were reviewed and allowed to stand as submitted with a motion from Joie Taylor and a second from Sharon Farritor. The motion passed by voice vote. The Library Director distributed the February Financial Reports for the City Library, the County Library Service, and the Library Foundation. He noted that February is the fifth month of the 2007-08 budget year. A motion was made by Sharon Farritor and seconded by Joie Taylor to accept the expenditures. The motion passed by roll call vote: Keller-aye, Farritor-aye and Taylor-aye. The Director’s Report was reviewed. He noted that total circulation increased by around 3,000 check outs as compared to the same period a year ago. Under Committee Reports, Carol Keller said that the Personal Committee did complete that evaluation. She asked the Director stay after the meeting to review evaluation. Sharon Farritor reported that the Building and Grounds Committee met to choose the tile for the floor and walls. She noted that diaper changing stations will be added in each restroom. This committee will be meeting the next day to choose the colors for the stalls and ceiling. Trautwein passed out a timeline listing the approximate dates of each task in completing the restroom remodeling project and what company or individual will be responsible for each task. Under Correspondence, Trautwein reviewed the letter he has sent on behalf of the Library Foundation to all of the attorneys in Columbus as well as to the trust departments at the local banks. The letter encourages the attorneys and trust officers to remember the Library Foundation should a client ask for suggestions as to where to bequeath money. Under Old Business, the “Schedule of Fines and Service Fees” policy was reviewed. This policy had been deferred from the January meeting. Trautwein noted that he had added “CD” under the “10cent per day….” paragraph. Also, on the “1.00 per day for each overdue video tape and DVD…” he amended that to conclude, “…not to exceed the retail cost of the item(s).” There were two other policies, “Circulation Periods for Library Materials” and “Access of Demonstrators…” The Library Board decided to defer the latter policies until next month. A motion was made by Sharon Farritor and seconded by Joie Taylor to accept the “Schedule of Fines and Service Fees” policy as presented. The motion passed by roll call vote: Keller-aye, Farritor-aye and Taylor-aye. Under New Business, Carol Keller asked for a motion for the Board to enter into Executive Session to consider the performance review of the Library Director. This motion was made by Joie Taylor and seconded by Sharon Farritor. This motion passed by voice vote. The Director, Brad Hruska, Jill Owens excused themselves. Jim Schaefer arrived and entered into the executive session. The Board resumed its public meeting with a motion from Joie Taylor and a second from Sharon Farritor to exit the executive session. All in favor said aye. The next item of business was a follow up on the Feb 4th meeting regarding the hiring of a new director. An ad in a national library journal will be placed and various online “job lines” will be used for other ads. The closing date will be April 30th. Carol Keller said that the timeline will be revised for scheduling the phone and the face-to-face interviews. Sharon Farritor reviewed her study of the role and purposes of the focus groups. Carol Keller said that she met with Joie Taylor and Carol Speicher on February 12th. At that meeting, four focus groups were delineated. Carol Speicher will be the facilitator for these groups. Janelle Kline, a city employee, will be the recorder. Nancy Saalfeld, the secretary for the City Administrator, will send letters to invite people to each of these focus groups. She will also handle the RSVPs. Jim Schaefer said that he will work on developing a list of government officials to invite. Carol Speicher suggested that local industrial and agricultural leaders be invited also. Carol Keller suggested the downtown business association members. Carol Speicher suggests that 20 to 25 invitations be sent for each planned focus group. Brad Hruska was asked to give names for people to contact regarding library outreach purposed. Brad suggested that Sally Hansen also be contacted. Trautwein will provide Carol Speicher a list of past board members. Jim Dean will promote a public focus group on Thursday, March 20th. Various board members volunteered to attend these meetings. The next item of discussion was the prospect of Saturday morning hours. Carol Keller said that at the January 26th meeting of the Library Board which met in the lobby of the building, the Board noted that there were around 15 people who tried to enter the building while the Board meeting was in session. Trautwein said that in 2002, after loosing a part-time library aid, the Library Board authorized a cut back in hours (from 10AM to 5PM to 1:30 PM to 5PM). He said he would like to see the Library extend its Saturday hours into the morning, but there are some staffing dynamics that would need to be addressed. The two employees regularly scheduled on a particular Saturday would work 7 and ½ hours. This length of time would necessitate a lunch break by a third person. With the pre-2002 schedule, a third person arrived at 1PM and worked until 5PM. That person relieved each of the other two people for a ½ hour lunch and then worked through the afternoon—generally the busiest time of the day. He said that the pre-2002 schedule also include three persons working a 4-hour shift on Sundays. When asked about changing the hours on Saturday from 9AM until 1 PM, Trautwein said that it’s the afternoons—particularly late afternoons—when the Library is the busiest. Trautwein said that he has worked out a weekend schedule that rotates every three weeks instead of the four-week rotation currently in practice. A three week rotation would also include the Library Director working one of the three weekends. He said he would welcome working a weekend and particularly he would like to see a new director work on weekends so that he/she would become familiar with the collection and the public needs.. Jill Owens said that adding a person to the weekend schedule will deplete the number of staff hours available during the week. She said that such a loss would be compounded by any vacations or sick leaves. Jim Schaefer said that he would recommend that the Saturday hours and the staff scheduling be an issue for the new director. Jim Schaefer made a motion to table the issue until a later date. This motion was seconded by Sharon Farritor. The motion carried by a voice vote. The announcements were reviewed. Carol Keller volunteered to attend the Friends of the Library meeting on Tuesday, February 19th at 7:00 PM The meeting was adjourned with a motion from Jim Schaefer and a second from Sharon Farritor.