DEARBORN DEPARTMENT OF LIBRARIES

LIBRARY COMMISSION MEETING

02-13-09

1.  ATTENDANCE

In attendance were:  Mr. Marcel Pultorak, Chairperson; Mr. Robert Taub,

Mrs. Candyce Abbatt, and Mrs. Jihan Jawad, Commissioners; Mrs. Maryanne Bartles, Library Director; Ms. Julie Schaefer, Deputy Library Director; Mr. Steve Smith, Administrative Librarian.

Excused: Dr. Alex Shami, Vice-Chairperson; Mrs. Nancy Zakar, Secretary-Treasurer, Mr. David Schlaff, Commissioner.

 

2.  APPROVAL OF MINUTES

The minutes of the January 2009 Library Commission Meeting were approved as submitted.

 

3.  FOUNDATION UPDATE

Mrs. Bartles reported the next Library Foundation meeting is Tuesday, February 20, 2009 at 6pm.  They continue to work on the tri-fold brochure for mailing.

 

4.  BUDGET UPDATE

Mrs. Bartles reported that the operating and capital budget requests have been submitted to City Administration.  Mr. Pultorak asked Mrs. Bartles what projects she is currently working on for the City. Mrs. Bartles reported she is co-chair of the Facilities Deficiencies Committee and chair of the CDI Technology Committee. Mrs. Bartles stated that Library Administration prepares a budget book for the Mayor and City Council.  It is due March 1st.  Mr. Pultorak asked Mrs. Bartles to include the Library Commission so that they know what is being submitted. 

 

5.  INFORMATION ITEMS

A. Strategic Planning Session and Facilitator:  Mrs. Bartles reported that the City strategic planning process has resulted in the development of a mission statement and four city wide goals and objectives. Mrs. Bartles feels the Library Commission should wait for the City process to move forward before beginning strategic planning.  The Mayor has directed that each department must work on strategic planning once the overall City process has been completed. 

B. Library of Michigan Trustee Manual:  Mr. Pultorak read through the Michigan Public Library Trustee Manual with an eye toward how it applies to the Dearborn Public Library system.  He gave the Commissioners a document summarizing the most important areas of the trustee manual for the Commissioners to review.  There was discussion relating to some areas of concern that can be discussed further in the future. There are no rules in the Library Commission by-laws in regard to public participation.  The trustee manual says the by-laws should have guidelines about public participation. Mr. Pultorak stated that in the past some of the City Commissions approved the budget submissions of their respective departments. We should have a discussion with the Mayor about our role. We should think about any budget policies in the future that affect the operations of the library being approved by the Commission.  Mrs. Bartles stated that the process of having budget requests approved by the Commission could be difficult.  Mr. Pultorak stated we need to have general guidelines established up front and to clarify the Library Commissions role in terms of budgeting and planning.  Mr. Pultorak asked the Commissioners to think about the advocacy and liaison roles of the Commission within the community and the City and whether or not we want to formalize them. Mr. Pultorak asked Mrs. Bartles to think about the evaluation function the Library Commission should be conducting for the Library Director position and how that may best be handled.

C. History, Arts and Libraries Department (HAL):  Mrs. Bartles reported that the History, Arts and Libraries Department of the State of Michigan is not going to exist any longer.  The Library of Michigan will be transferred to the Department of Education.  Our state aid payment should be close to the same as last year.

D. Active Borrower by Residency:  Mrs. Bartles gave the Commissioners a report on active borrower by residency.  An active cardholder is anyone who has received or renewed their card within three years.  The majority of our cardholders are under 18 and the majority of our borrowers are residents. 

E. Policy Review:  Mr. Pultorak stated that the Commissioners were given a policy binder two meetings ago.  In reviewing his binder, Mr. Pultorak did not see a need for any changes at this time. At this juncture we are relying on the staff to recommend changes in any areas where there are problems or concerns.  The Mayor suggested, after reviewing our code of conduct, that the Commission may want to add something more specific to the code of conduct in regard to children.  There was discussion relating to the nature of the code of conduct and how specific it should be. Mr. Pultorak suggested something general relating to being courteous and respecting the rights of others. Mrs. Bartles will look at other libraries codes of conduct and will report back to the Commisson if she finds something useful.   

 

6.  ACTION ITEMS-

     A. Video Game Collection:  A motion was made by Mrs. Abbatt to amend the circulation policy with respect to video games so that the loan period will be one week, check out is limited to two games per card and holds will be restricted to two per card for this category until the collection is larger, seconded by Mrs. Jihad, all approved.

 

7.  COMMENTS:  Library patron Mary Jo Durivage spoke to the Commission regarding several issues.  Responses:  Holds Pick Up:  Patrons who are having difficulty in picking up their holds in the four day window can call and ask that the item be held a few more days; Library Commission Minutes:  Mrs. Bartles stated we had been following past practice of waiting for Commission approval of the minutes before posting, but we will correct this from now on.  Databases:  Mrs. Bartles stated we recently advertised the databases in the local newspapers and we will continue to look for ways to promote the service such as through the brochure we are currently developing for patrons.  Overdue fines and computer usage: Mr. Pultorak stated that overdue fines and computer usage fees go back to the city general fund.  Mrs. Durivage asked for branches to be open on Fridays all year.

 

The meeting was adjourned at 5:30 PM.