Board of Trustees Meeting Agenda January 13, 2020 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. Circulation Report g. Statistics h. Financials IV. New Business - Discussion Items a. Insurance Coverage info- Lara Lorenzi 10 minutes b. One time funding increase for materials CC- Lara Lorenzi 10 minutes c. Meeting day/dates for 2020-2021-discuss the Possibility of changing days- Lara Lorenzi 10 minutes d. Trustee Openings- Announcement/Process- Lara Lorenzi 5 minutes e. PA Library Association- Director’s Institute- Lara Lorenzi 5 minutes f. Other new business 5 minutes V. Old Business – Discussion Items a. 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 10, 2020 – /Adjournment
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Board of Trustees Meeting Agenda
January 13, 2020 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. Circulation Report g. Statistics h. Financials
IV. New Business - Discussion Items a. Insurance Coverage info- Lara Lorenzi 10 minutes b. One time funding increase for materials CC- Lara Lorenzi 10 minutes c. Meeting day/dates for 2020-2021-discuss the
Possibility of changing days- Lara Lorenzi 10 minutes d. Trustee Openings- Announcement/Process- Lara Lorenzi 5 minutes e. PA Library Association- Director’s Institute- Lara Lorenzi 5 minutes f. Other new business 5 minutes
V. Old Business – Discussion Items a. 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 10, 2020 – /Adjournment
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Director’s Report submitted by: Lara Lorenzi January 2020 Library Board of Trustees Meeting Informational Updates:
• The library will be closed on Monday January 20, 2020 for Martin Luther King Jr. Day. • The PASD budget meetings are as follows:
Thursday 1/23 at 6pm Thursday 2/20 Budget Town Hall 6pm Monday 3/9 at 6pm Wednesday 3/25 at 6pm Monday 4/13 at 6pm (proposed final budget ad approval) Monday 5/4 at 6pm
• Currently PASD Board workshop and PASD Board meetings will be held on Monday evenings. This is be a discussion item on our agenda. The full PASD meeting calendar is provided in our board packet.
• I have been gathering full time salary information as requested by our president. This way we will have information to make comparison with our current full time salaries and theirs. We will be able to work on a compensation plan going forward for these individuals. The specific information I received was from the following member libraries: CCL, Easttown and Tredyffrin.
• I have been gathering information regarding healthcare costs. I will give a preliminary presentation at the board meeting. I am also waiting on information from an insurance broker and will reach out to a few others as well.
Personnel Updates: Facilities Update:
• Routine maintenance has been performed by PASD. • Currently still on-going. Some of the lights in the children’s library are being replaced with brighter LED lights. This is
project has been in the works for some time and we are excited to see the lights getting swapped out. The lower level is quite dark and the new lighting really brightens up the space.
• We continue to have elevator problems. PASD is very aware of the issue and the elevator repair company has been out many times this past month trying to fix the issues. This is an on-going concern. Currently the elevator is working fine again but we are anticipating the possibility of more issues.
• We have a leak that is being looked into by PASD. A skylight on the upper level is leaking and it has damaged the paint and the wall board. Hopefully it will be an easy leak to fix. PASD will be out to check on it to see what needs to be done.
Statistical updates: Door Count:
• Door Count YTD: o July 2016 –June 2017: 112,448 o July 2017-June 2018: 130,553 o July 2018- June 2019: 124,294 o July 2018-December 2018: 64,371 o July 2019-December 2019: 67,265
This is a 4% increase over the same period last year. • Door Count Current month:
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• October o October 2018: 11,024 o October 2019: 11,377
This is a 3% increase over last year. • November
o November 2018: 9,467 o November 2019: 10,007
This is a 6% increase over last year. • December
o December 2018: 7,685 o December 2019: 8,222
This is a 7 % increase over last year. E-Material Circulation: (Circulation calculated by patron’s home library.)
• October o E-book: 2,327 o Audio: 1,787 o Total: 4,114
• November o E-books: 2,242 o Audio: 1,644 o Total: 3,886
• December o E-Book: 2,377 o Audio: 1,738 o Total: 4,115
Chester County Library System Updates:
• The Chester County Commissioners have approved $100,000 to be distributed to the CCLS member libraries for the sole purpose of purchasing more materials (traditional or electronic). We will be receiving an additional $9,436.91 for this purpose. We will need to report the expenditures much like a restricted donation/grant. This is a one-time grant funds and they will not add to the collection maintenance standards. I have included the full document in the board packet for your review. This is very exciting and we are very grateful to the Funding Task Force for spearheading this initiative. We are in the process of sending a thank you to the county commissioners.
Computer updates:
• The next joint SAC/DLM meeting will take place on Tuesday January 14th. A lite dinner will be served at 5:30 and the meeting will begin promptly at 6pm. The meeting will be held at the Chester County Library Exton. I will be attending the meeting along with our board representative Kim Moretti.
• The password for the trustee website has changed- it is now: Library2020! State Updates: None at this time. Meetings Attended: Date Meeting/Outreach/Training 12/10 Chamber Brunch Monthly meeting with Mark Pinto 12/11 HUB meeting at PASD Staff Appreciation Dinner 12/12 Weekly meeting with Mike English Rotary 12/17 Monthly meeting with Rebecca Krause
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12/20 ½ Sick- ½ Personal day 12/23 Vacation 12/24 &12/25 Library Closed 12/26, 27 & 30 Vacation 12/31 & 1/1 Library Closed 1/2 Meeting with Chris Porcelli- Funding calendar/tasks 1/7 Meeting with Chris Porcelli- Donor info. and Marketing/Fundraising 2020-2021 Plan Weekly meeting with Mike English 1/8 HUB meeting at PASD Admin. Building Meeting with Chris Porcelli- Novel Lunch 1/9 Rotary meeting at Manor of Hope
Youth Services Report for December 2019 January 2020 Board Meeting
Community Outreach & Partnerships
• Outreach is ongoing to area preschools. • Monthly visits by two area schools: Phoenixville Area Children’s Learning Center and the Valley Forge
Montessori School. Event Highlights in December:
• Winter Holidays Show: Saturday, December 14, 3:00-3:45 PM, All ages & families. An interactive puppet show celebrating the joys of the winter season with slapstick skits and sing-a-long songs, punctuated with jokes and riddles. Presented by Puppets Pizzazz.
• New! PA Care Cards: Tuesday, December 17, 5:00-6:00 PM & Saturday, December 21, 10:30-11:30 AM, for Children & Families. An opportunity to brighten an area hospital patient’s day by sending a card of greeting or encouragement with a handmade PA Care Card. Offered by A. Gupta & I. Chakkal.
Highlights of Events Being Held In January:
• Musikgarten: Musical Instrument Demonstration: Friday, January 10; 10:00-10:45 AM; Ages 18 mos. to five years. An opportunity for children to be exposed to music and musical instruments. Offered by Community Music School, Trappe, PA. Registration required.
• Making Music with Mr. Mike: Saturday, January 11, 3:00-3:45 PM, All ages & families. Stomp, clap, wiggle, and sing along to original songs and traditional children’s favorites as you keep the with beat with egg shakers to help Mr. Mike make music. Affiliated with Makin’ Music Rockin’ Rhythms. Please register.
• The Addams Family, Family Movie Night: Tuesday, January 28; 6:00-7:30 PM; Children & families, light refreshments served. The new movie about an eccentric family that moves to a quiet suburb. No registration needed.
Teen Programming (see below in Young Adult Report). Accessibility Children’s Library Displays:
• Themes: Modern Winter Holidays, Civilizations & Astronomy, Toys, The Nutcracker & Ballet, Arctic Regions & Animals, American Revolution (Washington Crosses the Delaware), Architecture (D. Maccaulay’s Birthday, Mythology, Tales and Counting Books, Time, New Year’s Eve, Alphabet Books, Favorite Middle-grade Books of The Year, Andrew Clements (in memoriam), Historical Fiction, Adventure Chapter Books, With release of Dr. Doolittle movie: related Animal Books.
• Authors/Illustrators: G. McDermott, M. Mayer, J. Pinkney, J. deBrunoff, J. Brett, P. & E. Stead, C. Funke, W. Joyce, E. Bunting, K. Kasza, A. Dewdney, J. O’Connor, P. Munoz-Ryan, R. Kipling, and more.
• Ongoing Book Displays: 2019 One Book Every Young Child-Barnyard Banter by Denise Fleming and Not A Box by Antoinette Portis. PlayAways, featured magazine, & 1000 Books Before Kindergarten Reading Lists.
Coverage Assistance at Circulation Desk on as-needed basis. 1,000 Books Before Kindergarten: 168 children currently enrolled. Twenty-two have completed the program.
Monthly Statistics (Overall totals): Programs/Activities/Visits Attendance/Individuals Preschool Programs 1-2-3 Learn With Me 5 133 Children/Adults 4-5-6 Active Beehive 3 82 Children/Adults Preschool Yoga 2 63 Children/Adults Happy Feet Music Class 1 13 Children/Adults Little Sprouts Nature Class 1 23 Children/Adults Preschool-Other 17 423 Children/Adults PACLC-in-house outreach 1 30 Children/Adults Outreach 6 153 Children/Adults School Age Programs PA Care Cards 1 5 Children/Adults/Young adults(2) Mixed Ages Puppets Pizzazz: Winter Holidays Show 1 54 Children/Adults (inc. 2 Young Adults) Subtotal –Regular Children’s Sessions 38 979 Children/Adults/Young Adults Young Adult-R.Livsey Dungeons & Dragons 4 3 Young Adults Subtotal of Young Adults 4 3 Young Adults/Adults Subtotal of All Programs 42 982 Children/Young Adults/Adults Visiting Groups without a Program Subtotal of Visiting Groups Total Programs/Events 42 982 Children/Young Adults/Adults Computer Usage Statistics for December 2019: Internet Stations-Individual Usage:
• Children’s: 84 sessions (This number is unusually low, but no way to verify otherwise.) Total Children’s users: 84. • Young Adult: 53 desktop users, plus three laptop sessions. Total Young Adult users: 56
AWE Literacy Station: 464 sessions, 218 hours, 28-minute average session.
December 2019
Youth Adult Report
Program Overview Continuing weekly programming for the Youth Services Department Library Displays
• Created flyer for the January Movie Matinee • Creating flyer for Teen Paint Night in March • Decorated the downstairs bulletin board with a snow theme • Decorated the Community Room with a holiday theme • Updated the door going into the Young Adult Room with flyers for upcoming events
Coverage Coverage at Circulation Desk: on as-needed basis.
Monthly Statistic
Programs/Activities Attendance Dungeons & Dragons (4) 3 young adults Total Programs (4) 3 young adults
Other Activities/ Programs
• Provided the Young Adult Room with a passive activity of winter themed coloring pages • Attended Chesco’s StopOD training – December 20th
Webinars Attended
• YA-Y! The Latest Reads for Teens – December 3rd • Reaching New Heights: Winter/Spring Titles for Young Readers – December 4th • The Future Ready Librarian® Fireside Chat Let’s talk innovation, literacy, equitable digital access and more! – December
12th
Other Planning • Planning a Lego day for the kids of all ages when they are off of school for conferences February 13th. • Looking into planning a horror teen program with a fellow co-worker that would happen once a month. • Furthermore, looking at starting a guessing game with the young adults during the winter. • Also in the works, Christine and I are thinking of things young adults can do for National Honor Society volunteer hours with
the potential for kids to “adopt” an area of the library to care for.
December 2019 Adult Services Report
Regular Activities • Work weekly passport application acceptance shifts and schedule appointments. • Performed 4 notary acts. • Proctored 4 exams. Meetings/Workshops/Other Events Attended • Monthly meeting with Lara 12/10. • Opioid overdose workshop at Library 12/20.
Upcoming Special Programs/Events • “Redner’s Supermarket Nutrition Tour” at Phoenixville Redner’s Warehouse Market
with Meredith McGrath, Redner’s Corporate Dietician 1/14. • “After Brandywine/Daily Life of a Revolutionary War Soldier” with John Ebenreiter &
Walter Hook 1/16. • “Facebook 101” with Christine Tarlecki 1/18. • “Social Security Planning” with Mike Polin, Premier Planning Group 1/21 & 1/23. • “Real ID in PA: Who Needs It and Why” with staff of State Rep. Melissa Shusterman &
Scott John of PennDOT 1/24 & 1/28. • “Create a Valentine’s Day Glass” with Laura Grablutz 1/25. • Local Author Book Talk: Adrianne Delgado: Nourish, Eat, Repeat 1/27. • “First-Time Home Buyer Workshop” with Donna Cable, Re/Max Professional Realty &
Kimberly Kozelsky, First Choice Loan Services 1/30. • “Blogging 101” with Christine Tarlecki 2/1. • “Sick Presidents” with Robert Smith 2/3. • “The ABCs of LGBT” with Rebekah Foster 2/4. • “Chocolate Tasting Program” with Gail Warner, Bridge Street Chocolates 2/6. • Local Author Book Talk: June McInerney: Miss Elmira’s Secret Treasure 2/10.
Program/Event/Other Planning • Scheduling special programs for April and beyond. • Planning to offer monthly “Cookbook Club” starting in February. • Partnering with Census Bureau to disseminate information to alleviate undercounting.
December Passport Application Acceptance Statistics
Appointments 237 Income $11,350
vs. November
Appointments 196 Income $6,795
December Computer Use Statistics
Laptop Users 34 Adult Internet Stations Individual Users 791 Mobile Printing Users 22 Mobile Hotspot Checkouts 21 Museum Pass Checkouts 31
vs. November
Laptop Users 30 Adult Internet Stations Individual Users 807 Mobile Printing Users 16 Mobile Hotspot Checkouts 27 Museum Pass Checkouts 38
December Program Statistics
Program Attendance One-on-One Computer Tutoring appointments 7 Phoenixville Tech Group 17 (4 sessions) Career Success Group 12 (3 sessions) Individual Resume/Interviewing Assistance appointments 5 Mobile Workforce Navigator appointments 13 Legal Outreach Clinic appointments 4 ESL Conversation Group 6 (4 sessions) Books on Tap 17 Phoenix Book Club 6 Phoenix Fiction Writers 12 (2 sessions) Outreach: Phoenixville Senior Center Book Club 10 APPRISE Medicare Open Enrollment Assistance Appointments 5 “Investing 102” 12/2 7 “Proper Stretching Techniques” 12/3 13 AARP Smart Driver Two-Day Class 12/5-6 12 “The Way Books are Bound” 12/5 13 “Meditation for Beginners” 12/7 7 “Make a Book Page Holiday Ornament and Tree!” 12/10 18 Movie Night: “Where’d You Go Bernadette?” 12/12 37 Phoenixville Area Acoustic Jam Group Holiday Concert 12/17 43 Total Program Attendance: 264
Respectfully submitted, Mark Pinto Adult Services Director
www.phoenixvillelibrary.org | 183 Second Avenue | Phoenixville, PA 19460 | 610-933-3013
Corporate Engagement Civic $1,500 3rd Party Fundraiser
Special Events Projects/Events $50,000
www.phoenixvillelibrary.org | 183 Second Avenue | Phoenixville, PA 19460 | 610-933-3013
Discover Your Community
Development Report Cont. Grants / Corporate Engagement
Phoenixville Public Hospital - $5,000 (Pending) o Partnership – health literacy programming
Giant – December Bags 4 My Cause Program - $71 Annual Report
Attached End of calendar year - Annual Giving Summary
Pending - finalizing numbers Meetings
Michael English & Stephanie Allen
Kit - Towne Book Center
Chamber Brunch
Rotary – Gene Krack
Colonial Theatre – Ken Metzner, Michal Kortsarts, Lara Lorenzi, Rebecca Krause
Give Smart - Allison Kurtz
Columbia Station – KT Mallory
Kimberton Conference Center – Caitlin MacLelland
Susan Graham – Phoenixville Public Hospital
www.phoenixvillelibrary.org | 183 Second Avenue | Phoenixville, PA 19460 | 610-933-3013
Discover Your Community
Marketing Report
Marketing Committee
Pending - scheduling meeting for end of February Social Media
Facebook - Analytics (December 4th – January 8th)
89 Post Engagement (The number of times people have engaged with the posts through likes, comments and shares and more.)
1,010 People Reached (The number of people who had any posts from your Page enter their screen, broken down by total, organic and promotions.)
7 New Page Follows (The number of new people who have followed your Page broken down by paid and non-paid. This number is an estimate and may not be precise.)
Online Giving Page
129 Page Views
20.16% Conversion Rate
New Supporters - 18
Circulation Report for January 2020
Volunteers:
o Year-to-Date Total Hours of Volunteering: 904.5 o Total Hours of Volunteering for December: 136.2
Library Card Sign-ups for October: o Total Amount of Patron Applications for December: 72
Total Expense 418,884.23 1,018,211.00 -599,326.77 41.14% 454,935.79
Net Ordinary Income 38,142.86 0.00 38,142.86 100.0% 8,558.28
Other Income/Expense
Other Expense
750 · Non-Operating Expense
750.1 · Furniture, etc. 1,611.61 0.00 1,611.61 100.0% 3,172.09
750.8 Other 0.00 0.00 64.84
Total 750 · Non-Operating Expense 1,611.61 0.00 1,611.61 100.0% 3,236.93
Total Other Expense 1,611.61 0.00 1,611.61 100.0% 3,236.93
Net Other Income -1,611.61 0.00 -1,611.61 100.0% -3,236.93Net Income 36,531.25 0.00 36,531.25 100.0% 5,321.35
Friday, December 13, 2019 To: Earl Baker, President Board of Trustees From: Joseph Sherwood Executive Director Re: $100,000 Member Library Materials Grant At the December 12, 2019 County of Chester Commissioners meeting the Commissioners approved the 2020 Budget. I was informed from our Chester County Finance Liaison that the $100,000 request has been approved.
The request specified the following: We request an additional $100,000 to be distributed to the member libraries based on the current formula for distribution of County funds. This formula excludes Chester County Library and the Henrietta Hankin Branch Library since the County has previously appropriated amounts to them for this purpose ($50,000 in 2019) broken out separately in the budget. The requested amount for 2020 would be used solely for library materials by the members themselves based on their own unique community and subject matter demands.
As a reminder: • These funds are to be spent on collections by the members, so you will be required to show
the commissioners what they were spent on (as we would do for any funder). • These are one-time grant funds and do not add to the collection maintenance standards. • These funds are eligible to be used for print or electronic materials.
Materials Amount100,000.00$
Chester County Funding PercentageAtglen 15,206.73$ 2.02% 2,023.76$
Avon Grove 64,989.20$ 8.65% 8,648.98$ Chester County & Hankin -$ 0.00% -$
Library Board of Trustees meeting dates 2020-2021 All Library Board meetings are currently held on the second (2nd) Monday of each month. Meetings start promptly at 6pm in the community meeting room.
2020
January: 13
February 10
March 9
April 13
May 11
June 8
July 13
August 10
September 14
October 12
November 9
December 14
2021
January 11
February 8
March 8
April 12
May 10
June 14
PHOENIXVILLE AREA SCHOOL DISTRICT
2020 Schedule for Board Workshop, Board and Committee Meetings
December (2019)
S M T W T F S
1 B/RO 3 4 5 6 7
8 9 10 11 12 13 14
15 16 17 18 19 20 21
22 18 18 18 18 18 28
29 18 18
January 2020 March 2020 April 2020
S M T W T F S S M T W T F S S M T W T F S S M T W T F S
B Board Meeting (7:00 PM) Board RoomSPB Personnel & Special Public Board Meeting (6:00) Board RoomPF$ Proposed Final Budget Approval Board RoomPB* Preliminary Budget Approval Board RoomFB* Final Budget Approval Board RoomBRK Spring Break/Holiday BreakLIB Public LibraryPCEF PCEFCCIU CCIU Board (7:30)CCSA CC School Authority (6:00 PM) and CCIU (7:30 PM)BTH Budget Town Hall Forum (6:00 PM) Manavon Elem
CNF Parent/Teacher ConferencesYK Yom KippurED Election Day
8thG 8th grade move upBC BaccalaureateGD Graduation President Vice President Board Treasurer Board Secretary
PO Passover Blake Emmanuel Jeesely Soto Dr. Ayisha Sereni Lori Broker