Appleton Public Library

Board of Trustees Minutes

November 13, 2002


Present:                Bergman, Bloedow, Chandler de Young, Ducklow, Nagler, Schuessler

Excused:               Bergen, Dunlap

Others present:    Dawson, Kelly, Lemke, Muench, Nitz


Public Participation and Communications

President Bergman called the meeting to order at 12:05 PM.  John Purvins, a library patron, addressed the Board with his concerns regarding the circulation of the Encyclopaedia Britannica.  His preference would be to have the encyclopedia placed on the Reference non-circulating shelf.  Dawson explained the library history of how the encyclopedia, at one time, had been non-circulating but due to lack of use was re-catalogued to be circulating.  Dawson will prepare report further at the next Board meeting.


Minutes and Bill Registers

Bloedow moved and Ducklow seconded approval of the minutes of the October 9, 2002, meeting.  The motion passed. Ducklow moved to approve the October, 2002, bill register Schuessler seconded, and the motion passed.


Planning Committee Report

The Planning Committee met on October 29th and discussed the Board retreat to be held Nov. 22nd.  The agenda for the retreat was included in the Board mailing.  Foundation members will not be attending.  The five-year facilities plan will be expiring in 2004.


Director’s Report

Dawson reported that the City Finance Committee issued a cut-list on Friday, November 8 and at this time the Library Budget apparently will remain intact.  The City Council meets this evening, November 13, 2002 to vote on the 2003 City Budget.


Dawson reported that 3 library staff went to Green Bay on November 11 to be trained on the purchasing process of the Gates Computers.  The staff received purchase orders that were completely filled out and ready to be signed.  The checks for the purchase of the computers has been received and deposited with City Finance. The computers are expected to arrive by the end of December and the lab should be completely operational by the end of January 2003.  P.G. Myron Construction Company submitted a bid of $16,472 for the actual construction of the lab which is being paid for by the Library Foundation.  Library Staff will be in Seattle for 4 days for extensive training in the operation of the lab.


Dawson reported that petty cash funds from the checkbook would be eliminated.  Staff will bring a revised Finance Policy to the December Board meeting.


Michael Nitz, Technical Services Supervisor, explained how the materials budget is allocated.  Kelly stated that selection of materials for purchase is done in several ways; book catalogs, printed material, electronic formats and keeping informed of current events.  The selection process is broken down among several staff members with each one reviewing the available resources in particular collection areas and recommending material to be purchased.  Nitz oversees the entire process and Technical Services staff submits the orders to vendors for purchase.  Library patrons can make suggestions on materials to be purchased through the web or at any service desk in the library.  Approximately 95% of the materials recommended by patrons are ordered and placed in the collection.


Other Business

Dawson distributed the statistics for the month of October 2002, which shows a 13% increase in circulation over last year.  It is anticipated that the one-millionth circulation will happen on or around November 30, 2002.  de Young made the motion to adjourn, the meeting adjourned at 1:05.