Board of Trustees Meeting - Carroll County Public Library

Board of Trustees Meeting
May 21, 2014
1
Carroll County Public Library
Board of Trustees Meeting
Taneytown Branch
Wednesday, May 21, 2014
Minutes
1.
Roll Call and Declaration of Quorum
Ms. Campanella called the meeting to order at 7:05 p.m. and announced there was a quorum
present.
Present:
Kathleen Campanella Tom Ferguson
Ellen Morse
Cindy Piazza
Nancy Lynch
Richard Soisson
Jillian Dittrich
Bob Kuntz
Scott Reinhart
Lynn Wheeler
James Kelly
Lisa Picker
Stephanie Szymanski
Staff Present:
2.
Tony Eckard
Sherrie Meyers
Muffie Smith
April Whisenand
Activities Slideshow
Lisa Picker presented the activities slide show: The ALA-ALSC periodical Children & Libraries
features the cover photo taken by CCPL staff member Stephanie Zinger and an article by
Dorothy Stoltz; Literacy Council Spelin’ Be where library spellers took second place and
cheerleaders first place -James Kelly is on the Literacy Council Board; window art by staff
member Brenda Shaffer promoting the Mini Golf event in June; Mt. Airy renovation. Ms. Picker
also showed a movie of the Battle of the Books events held this year in which 1500 students
participated, Ms. Piazza shared that her daughter participated this year, thought it worked really
well and was very exciting. Mr. Soisson commented that it is a good cooperative effort between
the library and school system.
3. Minutes of March 26, 2014
Ms. Lynch moved to approve the Minutes of March 26, 2014. Approval was
unanimous.
4. Financial Statement
Mr. Eckard reviewed the Financial Statement of Carroll County Public Library (CCPL) ended
April 30, 2014. At this time cash balances are at $3.2 million, only $22,000 less than this time
last year. The income statement reflects that revenues are on target although fines are behind last
year’s pace by $25,000. When carryover is backed out, we are $7,500 behind last year’s pace.
Branch gift accounts total $20,776, well ahead of previous year and probably due to the activity
of Friends. Salaries are underspent by $273,000, estimated to end the year at $300,000. Savings
in that category will not accrue at this pace next year due to the salary changes implemented in
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May 21, 2014
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April. Materials purchases are ahead of last year’s spending by $114,000. Total expenses are
approximately $100,000 ahead of last year’s pace. Special Funds reflects eBook consortium
spending. Mr. Soisson asked for clarification of some of the activities in the Special Funds
Budget. Mr. Eckard explained that these items are supplemental service activities that don’t
contribute revenue, including vending machines, postage stamp sales and the ebook consortium
purchases. Grant Funds reflect $174,000 in expenditures for the Mt. Airy renovation project.
The Assister grant spent $4,000 in April. The balance at the Community Foundation is just over
$29,000.
5. Correspondence & Announcements
a. Ms. Wheeler shared an invitation to County’s Chief of Staff Steve Powell’s farewell
luncheon. She said she would also like to invite him to the ribbon cutting for the Mt.
Airy renovation on June 19 at 4:30 p.m. and present him with a CCPL proclamation
because he has been a friend to the library and a superb County leader. Board members
agreed.
6. Citizen’s Time
There were no citizens present.
7. Director’s Report
Circulation was down 6.5% in March and 13.7% in April with Mt. Airy closed except for minilibrary service 3 afternoons per week. For the year, circulation is down 5.3%. Visits are at
890,921 for the year, which is up compared to 872,499 this time last year. Eldersburg ended
Sunday service with a total circulation of 17,077. This activity level is neck and neck with
Westminster, which had a circulation of 17,745 for the same Sundays. Eldersburg will begin
Sunday service again in October.
Ms. Wheeler, Ms. Picker, Mr. Eckard and Friends Board member Jan Flora attended the
County’s Public Budget Hearing at the Community College on May 12. CCPL’s budget was not
mentioned. The County plans to approve the FY 15 operating budget on May 27.
The Mt. Airy branch reopened on May 12. Feedback on the renovation to date has been very
positive. Work will continue through the summer. The Board meeting will be at Mt. Airy on
June 25.
Ms. Wheeler noted that Ms. Dittrich attended the court case on the DVD thefts at the Taneytown
branch. The defended was given 2 years to pay restitution to CCPL, and received 2 years of jail
time with all but 15 days suspended.
Staff will be applying for Community Investment Tax Credits again to support The Mary Lou
Dewey Sculpture Park. The Community Foundation Board will be asked to approve the request
this Friday. The City of Westminster will also take it to their council for approval.
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May 21, 2014
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The audit entrance meeting went well with the new principal. Ms. Wheeler thanked Kathleen
and Vince Campanella for arranging to have Commissioner and Mrs. Roush visit the Miller
Branch in Howard County.
Ms. Wheeler attended National Legislative Day in Washington, DC and met with aides for
Senators Mikulski and Cardin to ask for continuance of eRate. MAPLA is concerned over
Baltimore County government’s recent takeover of library IT and graphic production staff, a
total of 28 positions. Emergency meetings were held at the Maryland Library Association
Conference, with Alexander and Cleaver and with the attorney general that serves the Maryland
State Department of Ed, with regard to whether this action violates the County’s Charter and
Maryland State law. Baltimore County has also not filled Library Trustee positions for over a
year. The Maryland Library community is very concerned. Baltimore County’s Library director
is retiring at the end of June. Ms. Piazza asked if there is anything the CCPL Board can do to
assist in this matter. Ms. Wheeler will keep the Board apprised of the situation.
Upcoming events include the Mini Golf Tournament on June 14 at the Eldersburg branch, Ms.
Lynch is doing a great job involving the community in these Friends fundraising event. Mt. Airy
ribbon cutting on Thursday, June 19, 4:30. The Board meeting is June 25 at Mt. Airy. Tentative
plans are to unveil Toby Mendez’s The Family Farm on October 10th at the Westminster branch
park. Sandy Oxx, Carroll County Arts Council Executive Director is applying for a Maryland
State Arts Council grant to support the Mendez piece. Ms. Wheeler talked about some other
fundraising ideas such as Honor Your Favorite Farmer. There was some discussion and it was
noted that we owe Mr. Mendez $30,000. There is currently $29,000 in the Foundation but that
money is also used to keep the park in good maintenance. Community Tax Credits will help in
bringing in more donations for the piece.
8a.
Taneytown Branch Report
Ms. Dittrich reviewed this past year’s activities at the Taneytown Branch highlighting staff’s
creative programs, displays and teamwork. Ms. Dittrich introduced Senior Circulation Clerk
Sherrie Meyers. Taneytown’s Battles of the Books activity was reviewed. Ms. Dittrich noted
that the books used in the battles are Black Eyed Susan Award nominees which are chosen by
Maryland Association of School Librarians who select what they define as quality, contemporary
literature for children. The Black Eyed Susan Award winners were announced last month. Ms.
Dittrich noted that Holly Fuhrman the media specialist at New Windsor Middle School has been
a great supporter and a true partner in Battle of the Books. Ms. Dittrich reviewed the many adult
and children’s activities the branch has held. There was a special display created by staff to
honor local vets on Veteran’s Day. The branch celebrated its 25th year in the current building,
they will also be opening a time capsule put together by Taneytown school children in 1989.
Ms. Dittrich shared an adult program craft with the Board. The Board thanked Ms. Dittrich for
her report.
8b.
Communications Report and Succession Plan
Lisa Picker presented the Communications Department activities review and Succession Plan.
The department has gone through a lot of changes this past year including 3 staff changes. Ms.
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May 21, 2014
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Picker became manager last year, Mallory Duff was hired as Communications Assistant and
Stephanie Zinger is the new Communication Specialist. Keri Severino and Barbara Speckart
have new titles as Graphic Designers. In the past year the Communications Department has
produced 70,000 fliers, 3,500 signs, 100+ banners all printed in house and 30,000 copies of
Currents which increased from 20 pages to 32 pages and is printed by an outside vendor. Ms.
Picker showed READ poster examples created for the Battle of the Books winning teams. Ms.
Picker handed out and reviewed the department’s Succession Plan that highlighted the crosstraining that is in place to help meet system-wide deadlines.
Ms. Picker reviewed the results of the customer survey conducted in March. There were 1200
survey responses, 87% rated programs very good or excellent, 34.5% came to the library to
attend a program for adults, most comments were “more events, materials and hours”; 61% visit
a branch or the website weekly, 63% visit for books, CDs, DVDs and 11.3% look online for
eBooks and eAudio. The results were very similar to the survey results of 3 years ago.
8c.
Marketing Plan
Lisa Picker and April Whisenand, the team leader for the marketing team reviewed a newly
developed Marketing Plan for CCPL to help focus system-wide activities. In the fall of 2013 the
marketing team was formed to look at implementation and development of a marketing plan.
The team is composed of staff across the organization, all very actively contribute ideas. The
mission of the team was to compose a marketing plan that supports the library’s major goals.
The team looked at other businesses, other libraries, best practices, marketing campaigns, and
current marketing practices. The Plan includes goals such as positioning CCPL as a top-of-mind
community destination, revitalizing CCPL’s brand and increasing support for CCPL among
customers, donors and partners, building and maintaining public and staff awareness of what
CCPL offers, increasing attendance at CCPL’s programs and events, increasing usage of unique
resources and implementing ways to reach out to new and non-users in the community. The
Board thanked Ms. Picker and Ms. Whisenand for an excellent plan.
8d.
ACA (Affordable Care Act) Assisters Report
Ms. Smith reviewed the role of assisters in CCPL branches and their work with ACA navigators.
Assisters helped 104 people by answering questions, helped 48 start applications, did 8
enrollments and 21 pending enrollments. In total CCPL staff interacted with 272 customers
regarding the ACA. There were many challenges including website failures, and constant
changes in information and procedures. Due to the consistent lack of work for the assisters,
CCPL has decided not to participate as Assisters next year. Ms. Wheeler thanked Ms. Smith for
her superb work in putting this group together and the effective networking opportunities that
came out of it. The Library is seen as an important partner in a big community roll out. The
Board thanked Ms. Smith for her tremendous effort on this project.
The FY 15 Special Funds Budget Review/Action and Behavior Guidelines Action were moved to
this time. See items 11a and 11c. Mr. Ferguson left the meeting after all action items were
complete.
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May 21, 2014
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10a.
Human Resources Termination Procedure
At the March Board meeting we reviewed Public Information Act (PIA) policies and procedures.
At that meeting, Mr. Ferguson referred to the board procedure for notifying the Board of pending
terminations and asked if those emails would be subject to the PIA. Wheeler spoke with County
Attorney, Tim Burke who said the emails could be discoverable by the individual and any
attorney involved in the termination. Ms. Wheeler suggested that the Board consider adding that
members could call or email their agreement or disagreement regarding a termination action.
Ms. Campanella said she appreciated Mr. Ferguson’s input to strengthen this procedure.
Mr. Soisson motioned to approve the change to the Board Termination
Notification Procedure. Ms. Piazza seconded. Approval was unanimous.
11a.
FY Special Funds Budget Review
Mr. Eckard reviewed the proposed FY 15 Special Funds Budget. Ten years ago this was more of
an entrepreneurial activities budget that included video rentals, lawyer referral service and
internet accounts. Now it is more about supplemental services that come in and go out, some are
courtesies for our customers or in partnership with other libraries. Budget includes the eRate
Service Credit, a rebate that is received for telecommunications expenses. Not every
organization submits for these rebates but Mr. Reinhart diligently fills out the forms and CCPL
continues to receive some eRate funds, it is much less than it used to be before the fiber network.
Other revenue items include vending machines, postage stamp sales, county transaction revenue
(mostly at Eldersburg), the Carroll Library Partnership and the Maryland eBook Consortium.
The eBook Consortium is in and out activity, we coordinate this activity for Consortium
members (every library system except Prince George’s County). Also included are event tickets
and book sales that we hold at other venues. In total revenues are expected to be a little more
than $500,000 in FY 15. The expense side reflects using eRate funds for staff development and
software, vending machines there is a cost for coffee machines at 4 branches, programming from
the county transaction fees and the in and out of Carroll Library Partnership.
Mr. Ferguson moved to approve the FY 15 Special Funds Budget. Ms. Piazza
seconded. Approval was unanimous.
11c.
Behavior Guidelines
Ms. Wheeler asked the Board to consider adding a statement to the Behavior Guidelines
regarding leaving personal property unattended in library branches. The statement would read,
“Please do not leave personal belongings unattended.” Staff are seeing more unattended bags
and a statement of this kind authorizes staff to ask people to take their belongings with them as
they move around a branch.
Ms. Lynch moved to add the statement regarding unattended belongs to the
Behavior Guidelines. Ms. Piazza seconded. Approval was unanimous.
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May 21, 2014
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11b.
End of Year Projects
Ms. Wheeler said last year we requested two capital grants - one for security cameras and the
other for generator switches - from the State Library Capital program. We knew they were long
shots because they were equipment requests. The Board and the County approved the requests
but the State did not. Meanwhile, the public schools and the community college have installed
security cameras, and we would like to do same. Ms. Wheeler discussed this with Steve Powell
and Mike Whitson who had no problem with CCPL completing this project within our own
budget. Mr. Kuntz and Mr. Reinhart are working with Skyline Technologies, the vendor who has
done all of the camera installation work at the schools, the community college, retrofit of the
courthouse and the jail. The price is approximately $92,000. Skyline has toured all locations
(except Headquarters which already has cameras as part of 911 Center), and has identified
locations and numbers of cameras needed. The price includes the cameras and the network
server that will be housed at Headquarters, in IT. There was discussion regarding guidelines for
how long footage will be kept and who will be allowed to view it and will a subpoena be
required. Staff hope to have a policy for the June Board meeting so once the cameras are in
place, they can be turned on. We are also interviewing vendors for an entire physical security
audit and have talked with two companies, the Fallston Group and PSI (Baltimore County Public
Library used this company and were very satisfied with their product). Both proposals include
evaluation, site visits to watch how traffic flows and staff interact, meetings with staff, shelter in
place, incident procedures and policy development. There was discussion about letting our
customers know they are being filmed. Ms. Morse said that people are accustomed to this in
many businesses. Ms. Wheeler said staff will be consulted during this process. Mr. Reinhart
said staff will be bringing more information along with a policy proposal to the meeting in June.
The Board thanked the staff for their work on this project.
12.
Adjournment
Mr. Soisson moved to adjourn the meeting. Ms. Piazza seconded. Approval
was unanimous.
The meeting adjourned at 9:37 p.m.
Kathleen Campanella
President

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