PORTSMOUTH PUBLIC LIBRARY
TRUSTEES MEETING
Minutes

PORTSMOUTH PUBLIC LIBRARY

Wednesday, March 20, 2002

PRESENT: Ray Bowles, Ed DelValle, Phyllis Eldridge, Theresa Garabedian, Dana Levenson, Lee Lorusso, Sue McCann, George Pierce, Sherm Pridham and Barbara Ward

NOT PRESENT: Mike Pennington

1. Eldridge opened the meeting at 7:05 introducing the new Trustees. Ray Bowles is the new school board member and Theresa Garabedian is replacing Heather Mazzaglia.
2. Motion to accept last meeting’s minutes made by DelValle and seconded by Lorusso. Approved.
3. Treasurer’s Report: McCann gave the treasurer’s report (see attached.) The fines and fees account balance was actually $55,942.61. $49,000 from the previous fiscal year had been included in the report. McCann has rectified that for the next report.
4. Director’s Report:

1. Pridham requested a vote permitting the purchase of a farewell and thank you gift for Heather Mazzaglia. Mazzaglia served on the Board of Trustees for the past several years, and her term has concluded. Pridham added that a $50 dollar restaurant gift certificate was a customary gift, given to Trustees no longer serving on the board. MOTION: "To purchase a farewell/thank you gift for Heather Mazzaglia, such as a $50 dollar gift certificate to a restaurant." Levenson, seconded Lorusso, passed.
2. Pridham updated the Trustees on the RFQ. A subcommittee consisting of Grossman, Todd Hanson, Morner, and McEachern had been created. An RFP will go out at a later date. Interviews by the whole NLBC will be conducted to begin the selection process of a design firm. The City Manager will have the final decision, as this is a capital project.
3. Pridham gave a PowerPoint presentation of his Phoenix, AZ PLA conference experience.

• Pridham discussed the exciting directions taken by some libraries in terms of innovation and technology. He cited Singapore as an example. The library is centralized throughout the small nation. The country has no natural resources, so it was decided that education and information should be its national focus. Some of the innovations include smart cards, and messages appearing on cell phones alerting patron when items are due. A patron can go to "ATM"-type booths to examine what is currently checked out on their card. A person can drop off items at any library in the country instead of the location one checked out the items.

• Pridham discussed two libraries he toured at the PLA conference, the Phoenix Public library and the Fountain Hill Maricopa Branch library. The Phoenix Public Library, designed by Will Bruder, was considered rather controversial. Pridham discussed his disappointment with some aspects of the design, as well as the highlights of the library. He spent several moments describing the YA area, called "Teen Central." Teen Central was designed using the input of teenagers, to better help meet their needs. Areas in Teen Central include a homework facility, learning pods, a lounge, and small glassed off group study areas. The muted colors, comfortable bean bags and couches and curved shelving makes for an inventive YA area, and contrasts the rest of the library in design and appearance. The Fountain Hill library is 16,000 sq. feet. A benefactor donated money for the entire children’s room. This library also uses smart cards and is 100% self check out. A service desk, offering readers’ advisory, information, and other circulation functions, such as issuing cards has replaced a circulation desk. Bestsellers are purchased in large quantities for the public, and sold when no longer a bestseller. Pridham discussed radio frequency ID, current problems and benefits. DelValle suggested that the new library should have innovative elements as a model for other libraries to follow.

D Paul McEachern arrived to discuss the fundraising report. McEachern and Alex Hanson are members of the New Library Fundraising committee. McEachern stressed that timing is crucial, it is disadvantageous to request money during times of controversy and before selecting an architect. Pridham talked about the building program and Kathleen Imhoff’s updated recommendations after collaborating with the staff. Imhoff addressed various issues and revisions necessary to the building program, such as the changes in technology. Pridham is currently working with library Dept. Heads to redo and update the library program. The updated program will go before the Trustees for approval.

E Bowles felt it important to remember the role of both the NLBC as well as the Trustees. Hanson arrived, and was thanked by Eldridge for heading the fundraising committee. Hanson clarified the misinformation in the Portsmouth Herald article concerning the Boronski donation. Hanson agreed it was unproductive to launch a fundraising campaign before a site is officially announced. Pridham started coordinating thank you notes for donations received. Hanson stated that he anticipated a 10-year bond at 4.5% interest. He added that large benefactors would be able to give money over a 3-5 year period. It was decided not to hire a professional fundraiser as some people with previous fundraising experience have agreed to perform pro-bono work. Hanson suggested that Trustees identify items needed in the library, and compile a wish list. As it would be difficult to put plaques on all items purchased from donations (and in case said items are later damaged) the library could have a wall listing the donors. The City Council does not want the library to be named after a person, but areas of the library, such as the children’s room or reading rooms could be named after a donor. Hanson outlined the anticipated events after a library site is selected. He anticipated a Council vote for a site in May. A press conference will be held, and chair-people of the fundraising committee will be announced at that time. He added that City of Portsmouth Library Fund contributions are fully tax deductible. Inquiries can be fielded to Hanson or McEachern. Donations with strings attached go before the Council. Eldridge added, that as the fundraising committee works with benefactors, the Trustees will launch a smaller scale, community, heart-warming fundraising drive at a future date.

V Old Business:

• Eldridge returned to the issues surrounding Friends of the Library. She will meet with a few Friends to hear where they see the direction the Friends intend to take and who will pass the torch. Pridham discussed the endowment work done by Mazzaglia. She had created the DeNormandy Society endowment program to be made available to the public. Pridham discussed his apprehensions of launch date in the near future; fearing it could confuse people during this phase. Eldridge agreed, stating that an imminent launch date would split focus, and the current focus should be on the new library. She added that the new library building account was tax deductible and donations go directly into the account. She commended Hanson for taking the lead in the fundraising committee.

VI New business:

• Pridham discussed the new organization chart. The webmaster is now located in the IT dept. at City Hall. Trustees discussed the school libraries and the relationship with the public library. Pridham stated that any student attending the Portsmouth school system is permitted to obtain a free library card. The public library supplements the schools. Trustees discussed dilemmas facing school libraries. Bowles counseled the Trustees to watch the upcoming meeting schedules in the city.

Levenson motioned to adjourn the meeting at 8:40 p.m. seconded by Eldridge.

Attachments:

Financial Reports