Work continues on analyzing circulation patterns.

Transcription

1 BOARD OF TRUSTEES: M. A. (Tony) Hudson, President Anne M. Seago, Vice President John R. (Jack) Connelly, Jr. Trustee Lillian Hunter, Trustee Julio Quan, Trustee MINUTES June 15, 2011 CALL TO ORDER President Hudson called the Regular Board Meeting to order at 5:30 p.m. The meeting was held at the South Tacoma Library, 3411 S. 56th Street, Tacoma. ATTENDANCE TPL BOARD: Board President M. A. Tony Hudson, Vice-President Anne M. Seago, Trustee Lillian Hunter, Trustee Jack (John) R. Connelly, Jr. Trustees Julio Quan was not present. TPL STAFF: Library Director Susan Odencrantz, HR Manager Kathleen Earl, Network Manager Steve Hjelmstad, South Tacoma Manager Janet Myers, Business Manager Lynn Uglick, Main Manager Jerome Myers, Swasey Manager Nathan Bomer, Moore/Mottet Manager Elizabeth Iaukea, Children s Librarian Serena Olson, Wheelock Library Manager Cheryl Towne, Technical Services Manager Carolyn Goolsby, Library Assistant - AFSCME Policy Chair Angelo DeFazio, Conf. Secretary Joyce Huseby. SUSPENSION OF RULES TO ADOPT REVISED AGENDA RESOLVED, that the Board does hereby suspend the rules in order to adopt the Revised Agenda for the Regular Board Meeting June 15, Trustee Hunter moved and Vice President Seago seconded. Motion carried. ADOPTION OF THE REVISED AGENDA RESOLVED, that the Board does hereby adopt the Revised Agenda for the Regular Board Meeting of June 15, Trustee Hunter moved and Trustee Connelly seconded. Motion carried. APPROVAL OF MINUTES CONSENT ITEMS RESOLVED, that the Board does hereby approve the Minutes of the Regular Board Meeting of May 18, Trustee Hunter moved and Vice President Seago seconded. Motion carried. RESOLVED, that the Board does hereby approve Consent Item #1 as presented. 1. Financial Report May Trustee Hunter moved and Vice President Seago seconded. Motion carried. RESOLVED, that the Board does hereby approve Consent Items #2 and #3 as presented. 2. HR Report for May Circulation Summary May 2011 Trustee Hunter moved and Trustee Connelly seconded. Motion carried. Work continues on analyzing circulation patterns.

2 Page 2 PAYMENT OF BILLS RESOLUTION 11049: PAYMENT OF BILLS PER VOUCHERS AUTHORIZATION RESOLVED, that the Board does hereby authorize the payment of bills per vouchers as presented, and further, that the Board approves and ratifies the checks issued by the City of Tacoma for Tacoma Public Library claims, as summarized and documented in materials submitted to the Board. Resolution passed. RESOLUTION 11050: RATIFY RECURRING MONTHLY EXPENDITURES - APPROVAL RESOLVED, that the Board does hereby approve and ratify the May 2011 payments for the City of Tacoma services provided to the Tacoma Public Library as presented. Resolution passed. PRESENTATION STEVE HJELMSTAD, NETWORK MANAGER - VOICE-OVER IP SERVICES Mr. Hjelmstad discussed the proposed Telecommunications project for TPL. The technology is referred to as Voice Over Internet Protocol (VOIP). This telecom system is a more cost effective system: from $9,000 to $2,300 per month, less e- rate reimbursement (80%) for a total cost of $460 per month. RESOLUTION 11052: (VOICE-OVER IP SERVICES CONTRACT APPIA COMMUNICATIONS) is before the Board for approval. Evaluation: The Board received a full report and comparison documentation. Mr. Hjelmstad explained that four VOIP providers responded to the RFP. Appia scored best and was the recommendation. The decision was based on cost, design, reputation, and technical support. The equipment is also subject to e-rate reimbursement (120 devices). The annual VOIP cost is $27,732 total, compared to $109,000 the City of Tacoma charges the Library. Mr. Hjelmstad stated that there are contingencies to handle a possible network outage (router/analog). The cost would be (one-time) $1,500 per branch library. Director Odencrantz commented that she has had conversations with the City of Tacoma s IT Department on this subject, and further commented that Resolution would have an impact on this department. She also stated she has had conversations with Mayor Strickland on this subject. PRESENTATION CAROLYN GOOLSBY, TECHNICAL SERVICES MGR. ILS (INTEGRATED LIBRARY SYSTEM) Ms. Goolsby s presentation provided an overview and explanation of ILS what it does, reasons for a new system, the process, the pre-selection criteria, and the bid process. Ms. Goolsby noted that the present system is four editions old. There is the need for greater efficiency and better customer service. The current system (Sirsi, et al.) is in effect until December 2012 and is before the Board for approval. We currently have a contract with Sirsi, and before the Board for approval is an extension of the contract through December (RESOLUTION

3 Page : (UNICORN SOFTWARE MAINTENANCE CONTRACT ANNUAL SUBSCRIPTION MAINTENANCE, OTHER SIRSI-DYNIX) PRESENTATION CHERYL TOWNE WHEELOCK LIBRARY MANAGER SRC PROGRAMMING Ms. Towne s presentation on the Summer Reading Club programming detailed the three Summer Reading Clubs explaining the age group divisions (birth through fifth grade, sixth through twelfth grade, adults). She described the themes and the many programs and events throughout the summer. The Summer Reading Club will end with the Annual Mayor s Award Ceremony and Zoo Party (August 20, 2011). Ms. Towne noted that - So far, this summer, the number of sign ups is the best ever. The entire family can join, then read, then report on five books over the eight-week Club. Everyone completing the Club receives a free ticket to the Grand Cinema, three free games of bowling from the Narrows Plaza Bowl, a reading notebook and a Tacoma Public Library lunch bag. Events will include puppets, music; magic shows family crafts, gaming and lots more... PRESENTATION SUSAN ODENCRANTZ, LIBRARY DIRECTOR MOTTET LIBRARY REBURBISHMENT Director Odencrantz described the need for the roof at Mottet Library and the cost associated including the addition of skylights. Mottet Manager Elizabeth Iaukea reviewed to the building s interior floor plan. Included in the building s design would be a small tutoring room. A Resolution is being presented to the Board for approval: RESOLUTION 11055: CONTRACT FOR ROOF REPLACEMENT (WAYNE S ROOFING) AT MOTTET BRANCH LIBRARY - $149,859. AUDIENCES TO THE PUBLIC UNFINISHED BUSINESS No persons signed the register or addressed the Board. No UNFINISHED BUSINESS was brought forward. NEW BUSINESS RESOLUTION 11051: APPROVAL SOLE SOURCE PURCHASE CONTRACT - OCLC (On-Line Computer Library Center) RESOLVED, that the Board does hereby approve the sole source purchase contract with OCLC (On-Line Computer Library Center) for cataloging and Interlibrary Loan Services from July 1, 2011 through June 30, 2012 at a cost of $40,231. Trustee Hunter moved and Vice President Seago seconded. Following a vote Resolution passed. RESOLUTION 11052: APPROVAL VOICE-OVER IP SERVICES CONTRACT APPIA COMMUNICATIONS RESOLVED, that the Board does hereby approve and authorize the Five-Year Voice-Over IP Services Contract with Appia Communications (July 1, 2011 through June 30, 2016) The first year cost is $60,717 Trust Fund #1200-ASINK, and further, contract includes: The one-time purchase of hardware ($28,260 Cost Ctr. #606500) and, The one-time installation purchase ($4,725 Cost Ctr. #606500) and,

4 Page 4 The annual service charge ($27,732- #Cost Ctr ). Trustee Hunter moved and Vice President Seago seconded. Following a vote Resolution passed. RESOLUTION 11053: APPROVAL RELOCATION/MOVING EXPENSES ASSOCIATED WITH THE POSITION OF COLLECTION DEVELOPMENT LIBRARIAN RESOLVED, that the Board does hereby approve and authorize the reimbursement payment for the relocation/moving expenses for Tracie Goodrick, Collection Development Librarian, from Berkeley, California, to be funded from Administration Cost Center #601000/ in an amount not to exceed $1,000, as presented. Vice President Seago moved and Trustee Connelly seconded. Following a vote Resolution passed. RESOLUTION 11054: APPROVAL ANNUAL (UNICORN) SOFTWARE MAINTENANCE CONTRACT ANNUAL SUBSCRIPTION MAINTENANCE (OTHER SIRSI-DYNIX) RESOLVED, that the Board does hereby approve/authorize to contract with Sirsi/Dynix for Annual Unicorn Software Maintenance, and, Annual Subscription Maintenance for Other Sirsi/Dynix, at a cost of $86, (including state tax) for the period July 1, 2011 through December 31, 2012, as presented. Resolution passed. RESOLUTION 11055: APPROVAL CONTRACT FOR ROOF REPLACEMENT (WAYNE S ROOFING) AT MOTTET BRANCH LIBRARY - $149,859 RESOLVED, that the Board does hereby approve/authorize to contract with Wayne s Roofing for roof replacement at the Mottet Branch Library in the amount of $149,859. Funding is to be paid from the General Fund Cost Center Facilities/Maintenance, the 1200 Fund, Virginia Helen Marshall Trust Fund Cost Center , as presented. Resolution passed. DIRECTOR S REPORT ILS: A lot of behind-the-scenes work in the IT area will be needed in order to prepare for the ILS. The Board will be kept informed on the progress. Library Policies: A new Internet Policy is being worked on and a review of other policies continues. Main Library: Efforts continue to make the building safer and more attractive. Maintenance staff recently hung the portrait of Benito Juarez a gift donated by artist Alfredo Arreguin. SRC: The Director invited all Board Members to the Zoo Party that follows this year s Summer Reading Club events and programs. The Tacoma Public Library has three reading clubs this summer so that the entire family can join, read, and have lots of fun. Each club begins on Saturday, June 18 and ends on Saturday, August 13. Each club has its own rules and prizes. Story Lab: The Director noted that a TNT news article on the Story Lab at Main Library is forthcoming.

5 Page 5 TRUSTEES COMMENTS Trustee Hunter noted the recent TNT article (June 15, 2011 by Kathleen Merryman) concerning the Salishan Eastside neighborhood. She mentioned the tough decision the Board made in closing the Swan Creek Library. Trustee Hunter suggested we promote the wonderful bright spots the Library offers to the TNT and Tacoma Weekly newspapers. Trustee Hunter also commended staff for the nice SRC programming. Trustee Hunter reported the fish sculpture is being dismantled and construction would continue at the beginning of the school season. She noted the stand was made of sheet metal and the top is made of fiberglass The project will be enhanced by the marvelous skills of the students at West Sound Tech. Upon completion, the fish will be installed at the Mottet Library. Vice President Seago requested a progress reporting on King and Swan Creek branches. (Currently the facilities are being cleaned and is presently used for storage). Motion: VP Seago moved and Trustee Hunter seconded to excuse Trustee Quan from tonight s meeting (June 15, 2011). Motion carried. Trustee Connelly also noted he was impressed with the SRC programming, and will sign his kids up. President Hudson stated he would be attending the ALA (American Library Association) Conference in New Orleans next week (June 23-28, 2011) He also noted this is his last year on the Library Board and that his main goal is to try to absorb as much as possible from the librarians and experts that will be at the Conference. On his return, President Hudson plans to summarize his thoughts in a letter to the editor about libraries of the future, and TPL s motto Start here. Go anywhere. President Hudson referred to William Kamkwamba s story, The Boy Who Harnessed the Wind: Creating Currents of Electricity and Hope, and noted that Tacoma is a Tech Center in our country. He hopes to encourage youth in Tacoma to harness that technology. ADJOURNMENT There being no further business to discuss, Trustee Hunter moved and Vice President Seago second to adjourn (7:16 p.m.) The July 20, 2011 Board meeting will be held at the Moore Library, 215 South Street, Tacoma beginning at 5:30 p.m.

6 Page 6 M. A. (TONY) HUDSON SUSAN L. ODENCRANTZ President, Tacoma Public Library Library Director and Secretary to the Board of Trustees Tacoma Public Library Board of Trustees