Board of Trustees Meeting Agenda January 9, 2017 6:00p.m. Location: Community Meeting Room Library Board members, please bring your e-meeting packet with you! Please notify Library Board President Mike English or Lara Lorenzi [email protected], by Monday morning if you are unable to attend the meeting. The meeting will be chaired by Mike English. Mission: to provide access to information and services that address the educational, cultural and recreational needs of the community the library serves I. Call to order, roll II. Public welcome – All general public comments limited to 5 minutes III. Consent Agenda 2 minutes a. Minutes b. Director’s Report c. Youth Services Report d. Adult Services Report e. Development Report f. Statistics g. Financials IV. New Business - Discussion Items a. Draft Budget for Branch Library-Lara Lorenzi 5 minutes b. Trustee Search Committee- Mike English 5 minutes c. Other new business 5 minutes V. Old Business – Discussion Items a. Beer & Wine Festival update- Lauren Coy 5 minutes b. Other old business? 5 minutes VI. Public Comments on Meeting – Limit 3 minutes per person VII. Executive Session – Move to Executive Session – to meet with an attorney or other professional advisor to discuss agency business, which, if discussed in public, would lead to the disclosure of information protected by law. VIII. Next meeting – Monday, February 13, 2017 /Adjournment
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Board of Trustees Meeting Agenda January 9, 2017 6:00p.m. · Board of Trustees Meeting Agenda January 9, 2017 6:00p.m. Location: Community Meeting Room Library Board members, please
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Board of Trustees Meeting Agenda
January 9, 2017 6:00p.m.
Location: Community Meeting Room Library Board members, please bring your e-meeting packet with you! Please notify Library Board President Mike English or Lara Lorenzi [email protected], by Monday morning if you are unable to attend the meeting. The meeting will be chaired by Mike English.
Mission: to provide access to information and services that address the educational, cultural and recreational needs of the community the library serves I. Call to order, roll II. Public welcome – All general public comments limited to 5 minutes III. Consent Agenda 2 minutes
a. Minutesb. Director’s Reportc. Youth Services Reportd. Adult Services Reporte. Development Reportf. Statisticsg. Financials
IV. New Business - Discussion Itemsa. Draft Budget for Branch Library-Lara Lorenzi 5 minutes b. Trustee Search Committee- Mike English 5 minutes c. Other new business 5 minutes
V. Old Business – Discussion Items a. Beer & Wine Festival update- Lauren Coy 5 minutes b. Other old business? 5 minutes
VI. Public Comments on Meeting – Limit 3 minutes per person
VII. Executive Session –Move to Executive Session – to meet with an attorney or other professional advisor to discuss agency business, which, if discussed in public, would lead to the disclosure of information protected by law.
VIII. Next meeting – Monday, February 13, 2017 /Adjournment
Director’s Report submitted by: Lara Lorenzi January 2017 Library Board of Trustees Meeting Informational Updates:
• Reminder: The library will be closed on Monday January 2nd for New Years and Monday January 16th for Martin LutherKing Jr. Day.
• The Foundation will be meeting on Tuesday January 17th. Beth Briglia from the CCCF will be in attendance.• PASD has set the 2017-2018 budget meeting schedule the dates are as follows: January 4th (Wednesday) February 7th (Tuesday) March 2nd (Thursday)
March 14th (Tuesday) April 10th (Monday) May 4th (Thursday)
May 25th (Thursday)- Boardmeeting for budget approval
The meetings are held in the Administrative building board room at 6pm. I will attend as many of the budget meetings as I can. Once I have the date of the Library Budget Presentation, I will share it with you all.
• I have been joined the E-Material Committee for the Chester County Library System. Committee meetings will beginin the new year.
• At the end of December PASD added 2 part-time staff members to their timekeeping system as a pilot for theprogram for our staff. We expect to have all employees up on the system by mid to late January.
• I submitted a draft budget to Dr. Fegley, Stan Johnson and Ron Miller as requested, regarding the possible branchlibrary onetime and reoccurring costs. I have included in the document in the board packet and the item is on theagenda for discussion. I worked with Joe Sherwood and various others at the county library in gathering cost estimatesfor goods and services.
• We have received notice that we will be receiving the 1st quarter county aid distribution by the end of the week. Thefunds are getting to us a little earlier than normal to help other libraries that are in need of the funds to help themthrough the first quarter of their year. The funds will be reflected in next month’s financial statements.
• We received notification that we received an electronic transfer of funds from PASD. It is the final payment of theallocation we receive from the school district. The funds will be reflected in next month’s financial statements.
• As of January 2017 2Twins is changing the way they maintain their WordPress sites. Due to the popularity ofWordPress, it’s now a large target for hacking. They have offered various packages for site maintenance, for ourpurposes it made the most sense for us to go with their business website option. The details are as follows: Weekly off-site Files Backups Daily off-site Database Backups WordPress Core Updates Daily Plugin Updates Monthly Theme Updates Weekly Sucuri Malware and Virus Scans Bi-annual Security Key & Salts Regeneration Monthly Database Optimization There is an annual fee of $580 for these services.
Personnel Updates: Nothing to report at this time.
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Facilities Update: • Routine maintenance of the grounds has been performed, changing of lights has occurred as well. • After receiving our outdoor bench, pasd assembled the item and made sure it was anchored to the concrete to reduce
the likely hood of the bench being stolen. • There were some issues with the RTU’s not responding properly. They have addressed and fixed the issue. Our HVAC
system is working and responding well to the temperature changes that have occurred this month. • They repaired the toilet in the children’s library located in the DVD section. • We had a winter weather situation on Saturday December 17th, our contractor showed up, cleared the walkways and
entrance way. Staff members also threw down additional ice melt after they opened the building to make sure the slick spots where taken care of.
• Mark Gerner and I attended our first Safety Committee meeting, the next meeting will be held on Thursday January 19th.
• On December 27-28th, the heating was not responding, PASD found that the boiler was not running. The condensate unit was clogged which caused the boiler to go off on safety. They cleaned out the unit and reset the boiler. The boiler came on and went up to supply temperature. The heat has been working perfectly since then.
• On December 28th someone removed the toilet paper holder and insert from the bathroom wall in the children’s department. The entire unit was ripped out along with the 2 screws and anchors that held it into the wall. The bathroom was deemed out of order due to the potential for kids/adults to cut themselves on the exposed tile and other materials. PASD came out a few days later and reinstalled the part.
Statistical updates: Door Count:
• Door Count YTD: o July- December 2015 door count:: 70,529 o July-December 2016 door count:: 55,778
This is a -21% decrease from the previous year. • Door Count Current month:
o December 2015 door count:: 8,434 o October 2016 door count:: 8,408 o November 2016 door count: 8,639 o December 2016 door count: 6,840
This is a 19% decrease from the previous year. This is a 21% decrease from last months (November 2016) door count numbers. The door count was obviously lower this month than previous, there are various factors involved
with this. The road on Second Ave. was finally repaved, this led to road closures and no parking on second ave. for at least a week. We were also closed for the Christmas and New Year’s holidays and there was very little youth programming for the month. We normally see a downturn in activity in the month of December, but this seems to be much lower than normal.
Chester County Library System Updates:
• The Coatesville Area Public Library Board of Trustees informed Joe Sherwood on December 15th that Dr. Lut Nero Executive Director of the Coatesville Area Public Library has resigned his position effective immediately. They will begin a director search in January 2017. Kennett Library is wrapping up their search for a new director and the Downingtown library will have a director position opening in early 2017.
• On Thursday April 20, 2017 Robbe Healey will host a 3-hour workshop for Library Directors and Trustees focusing on topics such as donor engagement, board engagement, and planning/prioritizing development activities. We will need to have representation from the library at the training.
• Chester County Library was awarded a grant for a digital media lab/Maker space. • Analytics on Demand’s subscription will end March 2017. Due to little use by member libraries and many suggesting
that we do not re-subscribe, this tool will not be available once the subscription ends.
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• The next joint DLM/SAC meeting will occur on Tuesday January 10th at Exton. The meeting will start promptly at 6:00pm, light dinner will be served at 5:30pm. Mike English and I will be in attendance.
Computer updates: None at this time. State Updates:
• None at this time. Meetings Attended: Date Meeting/Outreach/Training 12/13 District Librarian’s Meeting at Exton 12/15 Rotary 12/16-27 Handled billing accounts receivable/payable while Becca on vacation 12/24-26 Library Closed 12/29 Meeting with Mike English Rotary 12/31-1/2 Library Closed 1/4 Meeting with Mark Gerner
Youth Services Report for December 2016 January 2017 Board Meeting
Community Outreach & Partnerships
• Community schools and preschools regularly during school year.
Programming-Held in December Children
• North Pole Fun: Saturday, December 10, 3:00 PM. All ages & families. • Programming break from December 16; will resume on January 3. • Planning for winter programs, crafts, and events. Print and online calendars created. Arrangements made with
vendors for programs. Preparation ongoing of forms, flyers. • Planning for summer 2017 programs/events.
Future Programming-January 2017
• New! Math 24 Club: Monday afternoons from 4:40-5:15 PM, grades 3-5 are welcome. Beginning January 9. A drop-in program where kids will play the game 24, which teaches children the relationships between numbers and helps them to do math quickly in their minds.
• Hunters of the Sky: Saturday, January 14, 2017, 3:00-3:45 PM, Ages 6 & Up and Adults. Join a local naturalist for an up-close look at rescued birds of prey, handicapped by injuries sustained in the wild and their adaptations for survival. Live raptors, including a falcon and owls, along with touchable biofacts, will inform those attending about these amazing hunters while promoting knowledge and stewardship of Pennsylvania wildlife and its ecosystems. Presented by Indian Run Environmental Education Center. Registration required.
Contests Offered • “Schools With Heart” Contest • Letters About Literature
Accessibility
• Display Case in Upstairs Foyer: Holiday Theme • Children’s Library Displays. Themes: Winter (Holidays, Snow, & Sports), Bears and other hibernating animals,
Lulliabies, Gingerbread Man Folktale and Baking, The Nutcracker, Toys, Star Wars and Darth Vader, and Birds of Prey/Raptors. Author/Illustrator Displays: David Macaulay, Jean de Brunhoff, William Joyce, Jerry Pinkney, D’Aulaire, Molly Bang, Jan Brett, Randall de Seve, Andrea Zimmerman, Patricia Newman, Raul Colon, Keiko Kasza, Jarrett Krosoczska, Erin/Phillip Stead, Mercer Mayer, Margery Cuyler, Mary Norton, Cornelia Funka, Tamora Pierce, and Pam Munoz Ryan. Ongoing displays: One Book Every Young Child featuring Will Hillenbrand for 2016.
• Publicity for Programming: library calendar-both print and online, press releases to various online calendars, websites and local and surrounding area print media.
Training
• Southeastern PA Library Meeting/Training: Millennials in the Library, December 6. Coverage
• Staffing of Circulation Desk: on as-needed daily basis and one Saturday per month. Visiting Groups
• Phoenixville Area Children’s Learning Center, Main Street. • Mom’s House
Statistics:
Programs/Activities/Visits Attendance/Individuals Preschool Programs Preschool 16 307 Children/Adults Family Place 4 106 Children/Adults Tell Me A Story/Cuentame un cuento: Bi-lingual Class 1 4 Children/Adults Little Sprouts Nature Class 1 30 Children/Adults Family Music Class 1 31 Children/Adults Visiting Preschool: PACLC 1 28 Children/Adults Mom’s House Preschool (attended program) 1 10 Children/Adults Outreach to Preschools 7 184 Children/Adults Young Adults Movie 5 Young Adults (attended adult program) All Ages North Pole Fun 1 40 Children/Adults Total 33 745 Children/Adults Additional Activities Visiting Groups without Program PACLC 1 12 Children/Adults Subtotal of Additional Activities 1 12 Children/Adults Total of Youth Programs & Activities 34 757 Children/Young Adults/Adults
Computer Usage Statistics for December 2016: Internet Stations-Individual Usage:
• Children’s: 274 users Total children’s usage: 274 users total.
• Young Adult: 97 users AWE Literacy Station Usage: 598 sessions, 289.5 hours, 29-minute average session. Respectfully submitted, Rebecca F. Krause, Director of Youth and Young Adult Services January 2017
Adult Services Report
for
January 2017 Board Meeting
Regular Activities
Vacation 12/27-30.
Work Adult Circulation Desk Tuesdays 9 AM – 1 PM.
Work weekly passport application acceptance shifts and schedule appointments.
Staffed “Ask Here PA” online chat reference service 12/21 for one hour.
Meetings/Workshops
SEPLA workshop at Upper Merion Twp. Library 12/6.
Electronic Resources Committee report at DLM, CCL 12/13.
Upcoming Special Programs/Events
“Raptors, Hunters of the Sky” (joint program with Youth Services) with Indian Run
Environmental Education Center 1/14.
“How to Get and Stay Organized” with Tammy Small 1/19.
“Good Credit – How to Get It” with Kyle Shirkness, Open Hearth 1/23.
“Early Football in Phoenixville” with Jack Ertell, Phx Historical Society 1/26.
“Photography Fundamentals” with Laura Keen 1/30.
“Clay Workshop” with Geraldine Guzman 1/31.
“Chocolate Tasting 101” with Connie Lawson, Sweet Ashley’s 2/2.
“Local Author Book Talk: June McInerney: The Prisoner’s Portrait” 2/13.
Program/Event/Other Planning
Continuing to schedule special programs for Spring 2017.
Digital Media Lab will be set up over the next couple weeks. VHS/DVD combo unit
already installed.
December Passport Application Acceptance Statistics
“Mindfulness Practices to Ease Holiday Stress” 12/1 6
“Lost Dollar Tunes & Tales” 12/12 27
“Joseph Vasko: Phoenixville’s D-Day Hero” 12/15 9
Total Program Attendance: 132
Respectfully submitted,
Mark Pinto
Adult Services Director
December 2016 Development Report Lauren Coy
Meetings/Training/Events
a. Meetings with Mike English a. Continual
b. Attending weekly Rotary meetings c. Attending monthly Chamber of Commerce Meetings
a. Breakfast meeting – celebration of their gala and donation to Orion Communities
d. Meetings with Lara Lorenzi a. continual
e. Meeting in regards to Spring Event f. Monthly Foundation Meeting
a. Beth Harper Briglia will be attending Jan. mtg.
b. Grants a. Applied for: (for operational funds)
a. Patricia Kind Foundation ($10,000) b. Wells Fargo Community Grant ($10,000)
c. Applying for this winter: a. PCHF ($25,000)
1. Application will be sent by January 11, 2017 b. Whitford Charitable Fund Grant ($2,500)
1. Opens in 2017 to apply c. CCCF Grant ($5,000)
1. Opens in 2017 to apply
d. Spring Events a. A Novel Lunch – author speaker and luncheon
a. April 25, 2017 (tentative date); 12:00 PM – 2:00PM b. RiverCrest Golf Club & Preserve as location c. Elin Hilderbrand is the proposed author d. Waiting final confirmation from publicist
b. Phoenixville Beer & Wine Festival a. Saturday, May 13, 2017 at Kimberton Fairgrounds b. 12:00pm – 4:30pm; 4 types of tickets to be purchased
1. VIP ($65), Regular ($45), VIP DD ($20), DD ($10) c. iFly King of Prussia is $2,000 sponsor d. SOCIAL MEDIA
Website – www.phoenixvillebeerwinefestival.com e. Facebook
– www.facebook.com/phoenixvillebeerwinefestival f. Instagram – PhoenixvilleBeerWineFestival g. Twitter - @PVXBeerWineFest
FUND ACTIVITY SUMMARY December 2016
Annual $ 7,990.00 Civic $ 1,467.83 Donations $ 3,331.97 Foundation/Grants $ 1,368.00 Matching Gift $ 0.00 Government $ 0.00 Memorial/Tribute $ 60.00 Name a Shelf $ 700.00 Restricted-children $ 1,215.37 Restricted-general $ 441.98 Special Events $ 36,512.01 TOTAL $ 53,087.16