CALL TO ORDER:

The meeting was called to order at 1:30 p.m. by President Britt in the Library Board Room.

ROLL CALL:

Present: Mrs. Britt, Mr. Kawase, Mrs. Johnson, and Mrs. Mann

Absent: Mr. Hostetter

Staff: Al Milo, Library Director
Kathy Dasney, Acting Library Division Manager
Betty Schwarzkopf CPS, Administrative Secretary

Guest: Doris Van Natta, President, Friends of the Library

MINUTES OF AUGUST 28, 2003

Mrs. Mann moved and Mrs. Johnson seconded that the minutes of the meeting of August 28, 2003 be approved. The motion carried.

WARRANT REGISTER FOR SEPTEMBER 2003:

Mrs. Johnson moved and Mrs. Mann seconded that the warrant register in the amount of $36,623.32 be approved. The motion was approved.

EXPENDITURE SUMMARY FOR SEPTEMBER 2003:

Director Milo noted that 25 percent of the fiscal year has been completed. Total expenditures for the year-to-date are 17.4 percent. The report was accepted and filed.

REPORTS:

1. Director's Report

   Director Milo reported that a break-in occurred at the Hunt Branch Library. Nothing of value was taken. Security measures were implemented by Maintenance Services. Mr. Milo will be away from the library on October 16 and 17. The written report was accepted and filed.

2. Friends of the Library

   Friends President, Mrs. Van Natta, reported that the Friends netted $2,400 on their paperback book sale. The Used Book Sale will be held on October 3, 4, & 5.

3. Library Foundation

   Mrs. Johnson reported that the Foundation has $301,000 in their endowment fund. The dates for the Foundation 2004 lecture series are: February 8, March 7, and April 17. The Board is looking for candidates for new Board members. Clara Hernandez has been recommended. The Board will combine their November and December meetings. There will be a Foundation Board dinner/meeting at President, Floyd Sabins', home.

ACTIVITY REPORT FOR AUGUST 2003:

The report was accepted and filed.

NEW BUSINESS:

1. Direct Deposit Payment Plan Options

   Director Milo explained that the City Accounts Payable department will begin a new procedure to pay invoices by making direct deposit payments to vendors' accounts starting the 1st of October. To implement the accounts payable direct deposit, the City is required by the bank to transmit the direct deposit data to the bank by noon Wednesday in order to deposit the funds on Friday. Since the Board meets the 4th Thursday of each month, there are two options for approving payment to vendors:

   1. Approve the direct deposit after the fact, which means after the City transmits the direct deposit data to the bank on Wednesday, or
   2. The City will date the checks and make direct deposits on the following Wednesday after the Board approves the warrant register. In this case, the City will transmit the direct deposit data on Monday following the Thursday Board meeting.

   Director Milo said staff was recommending option #2.

   Mrs. Johnson moved and Mrs. Mann seconded that the Board approves staff's recommendation of option #2, based on the limited amount of information available and is subject to change. The motion carried.

2. Children's Services

   1. 2003 Summer Reading Program

      Acting Children's Library Division Manager, Kathy Dasney, said that this year's volunteers were required by the City to have parental approved medical treatment releases. She added that several schools had more than 100 students enrolled in the reading club program.

   2. School Night @ the Library

      Beginning in October, the Children's Library will host the first and sixth grades of two schools per month for a "School Night @ the Library." The program will include story telling, costumed book characters, science and craft activities, and special guests. Children's Librarian, Janine Jacobs will do a "bookworm" puppet show. Ostrich Eggs for Breakfast will be available for sale. First graders will be given a library tour. The school superintendent would like every child to have a library card. It is staff's goal for each child to receive a card and check out a book at the event.

OLD BUSINESS

1. USA Patriot Act Forum

   The League of Women Voters, in association with the Library, sponsored the forum. There were approximately 200 people in attendance. Three Library Board members and several staff members also attended. There was discussion regarding the speakers.

2. CALTAC Award/CLA Conference

   The Library Board of Trustees has nominated Margaret Parks for an award. The awards will be presented at a luncheon on Sunday, November 16.

3. Needs Assessment Study Session

   Mrs. Mann distributed a written report regarding "Prioritization of Library Projects." A discussion followed.

   Key Ideas:

   • Increase literacy for both Children and Adult divisions
   • Marketing/Educating Mission, Technology-Multi Media
   • Facilitating literacy (partnerships) Adult literacy/tutoring
   • Remain open to changing community needs (flexible planning)

   At the next meeting, the Board will reorganize and prioritize key ideas. The report was accepted and filed.

ACCEPTANCE OF DONATIONS:

Mrs. Johnson moved and Mrs. Mann seconded that donations for July 2003 in the amount of $60,058.63, and donations for August 2003 in the amount of $12,296.10 be accepted. The motion was approved.

CORRESPONDENCE:

There was no correspondence to report.

BOARD MEMBER ROUND TABLE:

It was reported that former Board Member, Nancy Lee, has been ill.

ADJOURNMENT:

Mr. Kawase moved and Mrs. Mann seconded that the meeting be adjourned at 4:20 p.m.