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Board of Trustees MeetingTHE BOARD OF TRUSTEES OF THE OXFORD PUBLIC LIBRARY MEETS THE FOURTH THURSDAY OF EACH MONTH AT 6:15 PM (any changes to meeting schedule will be posted in advance)
Oxford Public Library/Board of Trustees Meeting Thursday December 6, 2007 6:15 pm (for November/December)
Agenda
If you have additional items for the agenda or are unable to attend the meeting, please call Carol at 610-869-2791 or Ken at 610-932-9618.
Annual Fundraiser –
Adjournment; NEXT MEETING –January 24, 2007 CALENDARMonday Movie Magic – 6:00 pm Book Discussion - “City of Dreams” Monday December 10, 7:00 pm Holiday Film Festival – Saturday December 8 Book Bingo Friday December 21 ______________________________________________________________________________________________________
Oxford Public Library/Board of Trustees Meeting Monday November 5, 2007 6:15 pm (for October)
Agenda
If you have additional items for the agenda or are unable to attend the meeting, please call Carol at 610-869-2791 or Ken at 610-932-9618.
Long-Range Planning Annual Fundraiser – Follow-up Correspondence Building & Grounds – Personnel Finance
Adjournment; NEXT MEETING –December 6, 2007 CALENDARMonday Movie Magic – 6:00 pm Book Discussion - “City of Dreams” Saturday November 10th, 10:00 am Essay Competition – Art and Music Reception Friday November 16th, 6:00 pm
_____________________________________________________________________________ Oxford Public Library/Board of Trustees Meeting Thursday September 27, 2007 6:15 pm
Agenda
If you have additional items for the agenda or are unable to attend the meeting, please call Carol at 610-869-2791 or Ken at 610-932-9618.
Long-Range Planning Annual Fundraiser – Follow-up Correspondence Building & Grounds – Personnel Finance
Adjournment; NEXT MEETING –October 25, 2007 CALENDAR Monday Movie Magic – 6:00 pm Maintain Your Brain – 10/6 - 11:00 am “As American As Apple Pie” Family Fun Festival – 10/20 - 10:00 am
Oxford Public Library Board of Trustees Meeting August 2, 2007
The meeting was called to order at 6:18 pm by President Carol Hauser. Present at the meeting were: Carol Hauser, Frank Spor, Ruth Holmes, Richard Hannum, Courtney Messick Jayne, Ed Wertz, Harry Farmer, Colleen Mahaney and Ken Pienkos. Scott Luther also was in attendance as a guest.
Approval of the agenda was motioned by Frank Spor and seconded by Ruth Holmes.
The meeting was then turned over to guest, Patrick Curran, a realtor with Prudential Fox& Roach. Patrick was with the Board to speak about the Heiney property. George Heiney had asked Patrick to come speak to the library about purchasing the property. Currently the property is on the market for $369,900. Patrick spoke to the trustees about renting the office and the apartment. He did state that he knows of no restrictions about tearing the building down.
Ken stated that he has received a letter from Senator Pileggi, the Keystone grants barely made budget and any increase could be $393/year. The board should not count on any support for a mortgage. There is also not a great interest in grants greater than $50,000.
Richard Hannum is going to contact Steve Collins to get a copy of the appraisal he prepared for the Board previously on the Heiney property. Richard is also going to obtain an approximate cost to tear down the house.
The minutes were approved by Ed Wertz and seconded by Frank Spor with the changes that all monetary figures listed with three zeros and a correction made to the spelling of MacIntyre.
Presidents Report: No report
Treasurers Report:
Ed reported the following:
Directors Report:
Ken went over the following items:
Committee Reports:
Long Range Planning: No report
Annual Fundraiser:
Building and Grounds:
Personnel: Frank Spor to present a report next month.
Finance: No report
Unfinished Business:
Policies to be reviewed:
New Business:
The meeting was adjourned at 7:47pm, motioned by Ed Wertz and seconded by Frank Spor. The next meeting is scheduled for 9/28/07.
Oxford Public Library Director’s Report – Board meeting September 27, 2007
The reward of one duty is the power to fulfill another. George Eliot (1819 - 1880)
Programs: The October calendar.
The watercolor classes for adults were very successful and well attended. We thank Jean Safar and the Octoraro Art Association for another great partnership opportunity. Jean’s paintings will be on exhibit in the main library until October 12th. Paintings, Poetry, and Pie was a nice start to the fall/winter social season @ our library with 30 people attending.
“Sock it to Us” OPL is collecting new socks for RSVP again this year. In past years our library has exceeded all others in total donations collected and the children’s department is eager to maintain our standard.
Outreach: Colleen and Leanne Mahaney have volunteered to represent the library at the Oxford Presbyterian Church Apple Festival on Saturday September 29th. They will be selling books and flower bulbs. Flower Bulbs for Sale – the “friends” of the OPL are selling flower bulbs through the happy gardener as a fund raiser through Oct. 16th. Board members are encouraged to support and promote sales.
Teen Technologies: the flat screen TV is installed in the magazine area and CNN with closed caption is on view daily. We are meeting regularly with Ms. Stahl, the Oxford HS librarian to continue partnerships with the schools system and plan for technology classes that expand upon the student’s current curriculum offering a dedicated public library schedules for video tech classes and lab times. We are updating our website to include a teacher assignment submission form and better access to direct homework and student research links for teachers, students, and parents. The teacher submission form will alert library staff in advance of students assignments so that dedicated subject materials may be brought in from county libraries and isolated for student’s easy access. Student Essay Competition: has been announced with a grand prize this year of a new laptop computer. The essay theme is global warming. The winners will be revealed at our November art reception 11/16.
State standards of excellence: the personnel policy is revised and ready for comments and approval by the OPL trustees.
Building and Maintenance: the library continues to look clean and set an example as a public center. The parking lot broken pipe ends will be corrected this week as will the GFI outlets in the kitchen. Armstrong Cable has installed cable TV and phone service offering a business package that will save over $150 per month over our current provider -Verizon.
Personnel: no changes in staff. The library will open at noon on Friday October 19th for semi-annual staff meeting. Staff has met with a representative from AFLAC insurance to learn about short-term disability coverage and accident and life insurance programs for weekly payroll deduction approved by the CCL business office. There would be no cost to OPL. Several libraries in the system have complied with these programs to extend additional group rates to employees. Should our employees qualify board approval to participate would be appropriate.
Circulation: total items checked out as of August 31, 2007 are 113,086. Circulation at the same date last year was 111,181. Total circulation as of August 31, 2004 was 88,064. This represents a 24% growth over three years.
Hot Topics:
I will be in Atlanta, Ga. for training and workshops 9/27 – 10/1. I have requested to host the exhibit not before 2010.
2008 Budget worksheets are ready and the first draft should be reviewed at the October meeting.
KP 9/07
Oxford Public Library/Board of Trustees Meeting Thursday August 2, 2007 6:15 pm
Agenda
If you have additional items for the agenda or are unable to attend the meeting, please call Carol at 610-869-2791 or Ken at 610-932-9618.
Long-Range Planning Annual Fundraiser – Follow-up Correspondence Building & Grounds – Feasibility Study Update Personnel Finance
Adjournment; NEXT MEETING – September 28, 2007
CALENDAR
“My Side of the Mountain”
Oxford Public Library Board of Trustees Meeting June 28, 2007
The meeting was called to order at 6:16 pm by President Carol Hauser. Present at the meeting were: Carol Hauser, Ruth Holmes, Richard Hannum, Courtney Messick Jayne, Ed Wertz, Maren Ketcham, Harry Farmer and Ken Pienkos. Scott Luther also was in attendance as a guest.
Approval of the agenda was motioned by Maren Ketcham and seconded by Ed Wertz. The minutes were approved by Ed Wertz and seconded by Ruth Holmes.
Presidents Report: Carol reported that the Air Force Band did perform at library, on an earlier date then originally scheduled. Over 100 people attended this event.
Treasurers Report: Ed reported the following:
Directors Report: Ken went over the following items:
Committee Reports:
Long Range Planning: No report
Annual Fundraiser: There has been almost $6m raised for the annual fundraiser. None of the donations require a tax letter. Thank you letters will be sent.
Building and Grounds: No report: see above about MacIntrye and Associates.
Personnel: Frank Spor has the final personnel policy, the Board will vote on it at the next meeting.
Finance: See above report
Unfinished Business: The Board has not heard from MacIntyre on how the interview response was going. They had wanted to come to the July meeting to present their findings. Carol will contact someone there as to the progress.
The bi-law committee is in the process of working/updating them.
New Business: George Heiney’s property is for sale. Ken states the Commonwealth Libraries can have their mortgage payments paid for by the state. He will further research this for the Board. It was voted upon to make an offer of $300m contingent on the state funding and all of the other usual conditions (inspections, etc.) This was motioned by Ruth Holmes and seconded by Ed Wertz. It was voted that Harry Farmer would present this to George (motioned by Ed Wertz and seconded by Maren Ketcham).
The meeting was adjourned at 7:39pm (motioned by Harry Farmer and seconded by Ed Wertz). The next meeting will combine the July and August meeting. It is scheduled for 8/2/07. Ken will post the change in the Oxford Tribune.
Oxford Public Library Director’s Report – Board Meeting August 2, 2007
Mark Twain, "The Adventures of Tom Sawyer", Chapter 2
Programs: The fall schedule is nearly complete with programming such as:
Good press contacts and library cover stories are being planned with the local papers.
Teen Technologies grant has arrived. We are preparing to install a 42” flat screen TV above the magazine section where CNN will broadcast with closed caption and special event teen and adult programs will be developed. The teen grant will provide a dedicated computer and software for film editing and animation, a camera and projector. These programs will begin January 2008. I have scheduled monthly meetings with the high school librarian Susie Stahl to plan for school/library coordinated teen programs and events. We will host another essay competition this fall with the reward of a laptop computer to one lucky Oxford student and many sponsored honor prizes.
State: Commonwealth Libraries of PA is requiring total “Standards of Excellence” compliance of all state supported libraries. The Board of Trustees Bylaws and Oxford Library Company Policies must be reviewed, updated, and presented annually by the board and a resolution present in the minutes.
Building and Maintenance The facility is well maintained and continues to set an example as a community center Utica Insurance conducted an annual inspection of the property with no negative comments. A letter arrived since stating that we should have a GFI receptacle in the kitchen and repair broken pipe ends in the parking lot. I am exploring the costs of each.
Statistics: Circulation figures for the library system are delayed again this month due to personnel changes at the district center. OPL began the year at a 5% increase over the previous year. First quarter indicated a plateau compared with the soaring growth of the past three years. We have requested district center to clarify and updated statistic reporting before vital counts become lost or confused.
Budget summary: Expenditures are low and Revenue typical year to date. Municipal support is slow with only one municipality contributing to date. Letters were mailed to all Municipalities on July 15th and the Oxford borough is now compliant.
Personnel: Everyone is working to meet our patron’s service needs and the circulation statistics we are accustomed to at this time of year.
Hot Topics:
SAC meeting August 14th at 7:00 pm in the Struble room at Exton – representation is required
Director’s Meetings:
Chester County Library System: The announcement of the Chester County Reads title and author was released July 1st along with a system wide Independence Day press release. The title is “1776” by David McCullough. The author will make an appearance on October 26 to support the county library program. Special VIP invitations are available for each library to reward patrons, donors, and community leaders.
KP 8/07
Oxford Public Library/Board of Trustees Meeting Thursday June 28, 2007 6:15 pm
Agenda
If you have additional items for the agenda or are unable to attend the meeting, please call Carol at 610-869-2791 or Ken at 610-932-9618.
Adjournment; NEXT MEETING – July 26, 2007 (rescheduled July/August meeting August 2, 2007
CALENDAR
Summer Reading Club “Get a Clue @ Your Library”
Movies in the Park…
Oxford Public Library Board of Trustees Meeting- Minutes May 24, 2007
The meeting was called to order at 6:19 pm by President Carol Hauser. Present at the meeting were: Carol Hauser, Frank Spor, Courtney Messick Jayne, Ed Wertz, Maren Ketcham, and Ken Pienkos.
Approval of the agenda was motioned by Frank Spor and seconded by Ed Wertz. The minutes were approved with corrections being made to the spelling of “Spor,” “Ketcham,” and “MacIntyre” (motioned by Maren Ketcham and seconded by Frank Spor).
Presidents Report: Carol reported that she accepted a $200 donation from the American Order of Eagles. She proposed that this money be used to purchase a picnic table for the library. This motioned by Frank Spor and seconded by Courtney Messick Jayne.
Treasurers Report: Ed reported that the investments made approx. $25,000 for the month. Attached to the minutes is a breakdown of each of the accounts.
Directors Report: Ken received a letter showing that the land the library purchased has been reassessed. Carol will keep the letter with the land settlement information.
The library has received the annual contribution from Elk Township.
The personnel policy has been revised and is going through its final review. It will be voted on at the next meeting. The by-laws are also being revised and will be available for review at the next meeting. All other policies are being updated and will be completed by the August meeting.
The library is partnering with the Oxford Chamber of Commerce to present the three “Movies in the Park” this summer. For the July movie, Ken is trying to have the United States Air Force Band come and perform that night. That is also the night that Mary Louise Myer’s book will be released.
The library has received $5,125 since May 1st for the annual appeal. Ken has recently mailed out a second mailing. There has been a cost savings noticed since using E-Tapestry.
May 31, 2007 at 7:30 am is the scheduled time for the meeting with MacIntyre Associates to meet with selected members of the community. Ken reported that there has been good response to the meeting. Ken stated that all board members are invited to the meeting.
Ken reported that the library’s copier is in poor condition. There are still two years left in the five year lease. The library does receive revenue from the copier (so far in 2007--$1,471 for the first four months). Ken proposed that the library lease a new color printer/copier. There would be a $1 charge for each color page. There is also a new coin box and a prompt on the screen to pay. The existing copier would still be used by the staff. The new copier will increase the monthly expense by $100, but Ken said this will be offset by the savings in cartridges for the laser printers, etc. A motion to lease a new color copier/printer was made by Ed Wertz and seconded by Frank Spor, with the condition that it would not be another five year lease—a three year lease is more desirable.
Committee Reports:
Long Range Planning: No report
Annual Fundraiser: see information listed above in Directors Report
Building and Grounds: No report
Personnel: The personnel policy has been revised and will be voted on next month.
Finance: The library has received a $50 donation for the building fund
New Business: The only item discussed as new business is the breakfast meeting on May 31, 2007 with MacIntyre Associates.
The meeting was adjourned at 7:03pm (motioned by Ed Wertz and seconded by Frank Spor). The next meeting is scheduled for 6/28/07. Oxford Public Library Director’s Report – Board Meeting June 28, 2007
Better to light a candle than to curse the darkness. Chinese Proverb
Programs:
State: Commonwealth Libraries of PA is requiring total “Standards of Excellence” compliance of all state supported libraries. The Board of Trustees Bylaws and Oxford Library Company Policies must be reviewed, updated, and presented annually by the board and a resolution present in the minutes.
Building and Maintenance The facility is well maintained and continues to set an example as a community center. The potholes in the new parking spaces have been filled with gravel. Utica Insurance conducted an annual inspection of the property with no negative comments. The Copier is failing. Seeking board review of lease buy-out and replacement plans. The new Ricoh color copier is due to be installed this week with a new coin box and print tracking software. A good deal of waste and unpaid copies will be saved.
Statistics: Circulation figures for the library system are delayed again this month due to personnel changes at the district center. OPL began the year at a 5% increase over the previous year. First quarter indicated a plateau compared with the soaring growth of the past three years. May statistics indicate remarkable growth again.
Budget summary: Expenditures are low and Revenue typical year to date. Municipal support is slow with only one municipality contributing to date.
Personnel: Staff is grateful once again this year for shorter Saturday hours during the summer months. Everyone is working to meet our patron’s service needs and the circulation statistics we are accustomed to at this time of year.
Hot Topics:
Director’s Meetings:
Chester County Library System: The district center libraries are launching a new E-resource audio and video download service available to all library patrons. OVERDRIVE is the title of the new program. Glossy handouts have been provided by district center. The announcement of the Chester County Reads title and author will be released July 1st along with a system wide Independence Day press release.
KP 6/07
____________________________________________________________________6/07
Oxford Public Library/Board of Trustees Meeting Thursday May 24, 2007 6:15 pm
Agenda
If you have additional items for the agenda or are unable to attend the meeting, please call Carol at 610-869-2791 or Ken at 610-932-9618.
Long-Range Planning Annual Fundraiser – Building & Grounds Personnel Finance
Adjournment; NEXT MEETING – June 28, 2007
CALENDAR
Summer Reading Club registration begins June 11th “Get a Clue @ Your Library”
“Got Milk” Coloring Contest
OXFORD LIBRARY COMPANY BOARD OF DIRECTORS MEETING THURSDAY, APRIL 26, 2007 Minutes
The regular meeting of the board of directors of the Oxford Library Company, Inc. was called to order at 6:15 p. m. by the president, Carol Hauser. The meeting was held in the board room of the library on Second Street with the following members present: Mr. Frank Spore, Mrs. Maren Ketchem, Mr. Ed Wertz, Judge Harry Farmer and Mrs. Ruth Holmes. Absent were Mr. Rich Hannum and Mrs. Courtney Messick Jayne. Library Director, Mr. Ken Pienkos also attended.
The agenda was approved without change. The minutes of the previous meeting were approved by motion, second and unanimous vote.
For her report, the president noted that the County Legislative Breakfast is scheduled for May 18, 2007, and a local Legislative Luncheon is scheduled for May 1, 2007. Ken will represent the library at the county breakfast. It was suggested that Rich and Courtney attend the luncheon. They will be contacted with the assignment. Carol reported further that a bequest from Mary Williams Blake of $10,000.00 has been received. The amount is unrestricted, and it was decided to deposit it in the General Fund. Ken has sent a thank you to the estate.
Mr. Wertz turned his report time to Mrs. Barbara Hill of Peoples Bank of Oxford (a division of National Penn) for an explanation of accounts held by them. Mrs. Hill explained that accounts numbered 1670000045 and 1670002276 have been consolidated thus clearing up the confusion about an account number unrecognized by the treasurer. She distributed books to the directors which described all the accounts handled by Peoples Bank of Oxford. She explained that a cash or checking account that accumulates to a certain amount can be transferred to an account that bears more interest. Mrs. Hill further commented that the Library has a good distribution of funds. She suggested that the treasurer receive a book of duplicate deposit slips for keeping a record of the source of funds deposited. She mentioned that Yahoofinance is a source for looking up investments. The board thanked her for her help.
Highlights of the director’s report included the signing of the System Agreement; The County System is reinstating the “Standards of Excellence”; concerning Personnel, he reiterated that Children’s Specialist, Colleen Mahaney, is on an extended sick leave, but things are all in place for the Summer Reading Program. Leanne Mahaney has been hired part-time to assist in the summer program. Ken reported that our maintenance man’s son is seriously ill from an accident. The building is still being maintained by Charlie and his family.
Ken displayed the self published book Whisperings Along the Octorara by Mary Louise Myers. He helped, encouraged and supported her during the process of completing the book. The library will receive 80% of the proceeds for the Building Fund. Ms Myers will receive 20% of the proceeds in order to be considered a published author. The Board is grateful for the contribution, and gives Ken our thanks and appreciation.
Ken has a list of foundations which can be approached for grants. This should come in handy when the library begins its capital campaign.
The Annual Appeal Committee report was given by Ruth and Ken who showed the finished letter, return envelope, insert and a bookmark which highlights the need for operating funds. A gift packet of seeds adding a touch of spring was included.
There were no reports from the Building and Grounds Committee, The Finance Committee, the Long Range Planning Committee or the Personnel Committee. It was noted that adjustments to the Personnel Policy concerning pay raises have been made.
Under unfinished business, Frank said that he has given Mr. Coates, a thank you from the board for his help in the acquisition of the adjoining property. Harry and Carol have met with Mcintyre and associates concerning the feasibility study. They will do a study for $9,200.00. They will manage a campaign for $100,000.00. Frank made a motion that the board accept the offer of the feasibility study. Ed seconded, and the motion passed. Carol will contact Macintyre for the contract. It was agreed that money for use for the building will come from the Building Fund Account.
There being no further business, the meeting was adjourned at 7:55 P. M.
Respectfully submitted, Ruth P. Holmes Secretary pro tem
Oxford Public Library Director’s Report – Board Meeting May 24, 2007
Dreams come true. Without that possibility, nature would not incite us to have them. John Updike (1932 - )
Programs:
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