HomeMy WebLinkAboutLibrary Board - Minutes - 03/13/2003A regular meeting of the Library Board was held on March 13, 2003 in the Ben Delatour Room
of the Main Library at 201 Peterson Street. The following Library Board members were present:
Rudy Maes, Donald Oehlerts, Melissa Pattison, and Mary Robertson.
Library Board Members Absent:
City Staff Members Present:
Friends of the Library Liaison:
Guest:
Visitor:
Bob Burns, Ralph Olson, and Joan Scheuerman
Brenda Cams and Marjorie Teklits
Lillys Price
Wayne Givens, President, Library Trust
Jean Blaylock, League of Women Voters
The meeting was called to order at 6:00 p.m. by the Chairperson, Mary Robertson. Rudy Maes
moved to approve the minutes of the February 13, 2003 meeting; Don Oehlerts seconded the
motion, and it was unanimously approved.
Correspondence:
Brenda Cams talked briefly about the following training opportunities for Library Trustees:
"The Effective Library Board" on March 15; "Library Trustees in the Community" on April 19`h,
and "Boards and Commissions Training Classes" offered by the City of Fort Collins on March
241h or 271h. Information about these programs had been mailed to Board members; Mary
Robertson encouraged Board members to especially try to attend the training offered by the City.
Reports/Presentations:
a. Library Trust - Wayne Givens
Following introductions between Wayne, the new Library Board members, Friends
President, and visitor Jean Blaylock, Wayne distributed copies of the Library Trust's
roster and presented attendees with a summary of the Trust's background and efforts to
date. He said the Trust's main goal is to create an endowment to support the Library
system in Fort Collins. While some of their Board members have been with them from
the beginning, others are relatively new members; they are represent different aspects of
the community and share a common interest in the Library. He shared a copy of the
fodler containing promotional material about the Trust's mission, their case and why they
are encouraging community members to contribute to their cause. The material points
out the types of programs that would be made possible with the endowment they are
trying to create.
Trust members are approaching various residents of the community who have shown an
interest in supporting the community and are seeking donations to help start the project.
The Trust's Board itself has contributed funds as well as the Wilkins Trust. Some of
these funds have been applied to promotional materials and the hiring of a consultant to
work with the Trust.
Although these are difficult times for raising money, it is hoped to raise $1 million this
year, which is half of their $2 million goal by 2004. A decent interest rate on this amount
could enable an endowment for library programs. A number of cities have done this to
support their library systems, and Fort Collins is at a stage of growth where something
like this is needed. Lil Price said that, from a Friends of the Library point of view, when
the Trust reaches their goal, the Friends might be interested in putting part of the money
they earn from book sales into the endowment. Wayne said the Trust and the Friends
definitely need to stay in communication as things progress; Mary said it is a great idea
to coordinate their efforts.
Don Oehlerts asked if the various technology firms which moved to Fort Collins in the
past received any special public contribution, either in terms of land or in terms of
moving incentives. Wayne said it is very likely that some did. Don pointed out that if
the community made a contribution to them in some way, they should be encouraged to
give back to the community. Wayne said the Trust plans to do so, but hasn't as yet.
Again, these companies, too, are going through hard times due to the present economic
situation. Don also suggested trying various insurance and banking firms. Real estate
developers and agents were also suggested. Wayne pointed out that the Trust did get
some money from a grant administered by First National Bank. He also welcomed ideas,
contacts, or approaches the Library Board might suggest.
Melissa Pattison asked if the Trust will accept endowment contributions designated by
donors for specific programs or purposes. Wayne responded that some funds have
already been acquired through the library intended for a specific purpose designated by
the donor. Also, if a new library were being constructed, rooms could be named after
donors of sizeable contributions.
Lit Price asked if the Trust is asking potential donors what they think about a new library.
Wayne said the Trust hasn't pursued campaigning for a new building as yet. One of the
donors, the Wilkins Trust, has been more interested in supporting capital programs than
an endowment.
Melissa asked whether or not funds raised by the Trust would be included in the Library's
budget, if the budget would be reduced if additional funding is acquired. Brenda said any
additional funds raised by the Trust would not be considered as part of the budget
allocated to the Library by the City.
Wayne closed by saying it is important for the Trust to stay in close communication with
the Board and the Friends as everyone has the same objectives in mind. Board members
expressed appreciation for the Trust's efforts and thanked Wayne for attending tonight's
meeting.
b. Director - Brenda Cams
Volunteers at the Library in 2002 represented 6.32 Full Time Equivalent employees, or
13,141 hours. This is especially impressive considering the Outreach Coordinator's
position is only 3/4 time.
Very preliminary discussions have taken place with the Poudre Valley Health System
regarding the possibility of a southeast joint library. Their Harmony Campus would be
an ideal location for such a venture, and more details will be reported as they become
available.
Brenda has been asked to update figures associated with the costs and operation of a New
Main Library, a 20,000 Southeast Branch library, as well as how a Southeast Branch
would be funded. Discussions are also taking place with the County about the potential
for a funding district to support library services.
The City Council has shown an interest in learning more about the Patriot Act and the
potential impact to libraries. There is a new public radio station that is doing a program
about it also.
Latest information from the Poudre School District is the LINC libraries will be funded
through a grant from the Library Services Technology Act. The Library is willing to
work with them to help offer children a better program than in the past. The Library
could offer a separate Summer Reading Program format plus the benefit of prizes
purchased with funds from the Friends of the Library and donations from the community.
Brenda said that the Library decided to advertise the Summer Reading Program in The
Recreator and has purchased an ad from them. The City Manager has sent a letter to the
School Superintendent regarding promotion of the program to the students and their
families.
There continues to be security concerns in and around the library, especially as the
weather gets warmer. It would be ideal to have security protection at least 40 hours a
week, during afternoon and evening hours. Anlance has been asked to do three walk-
throughs per day, but it would be preferred to have the equivalent of a full time guard if
funds were available.
The self-service holds (reserves) are going well. There were some negative comments
when it was first initiated, but staff have taken steps to familiarize customers with the
system, how to get their materials and use the self -check-out machines. About 44% of
check-outs at Harmony and 42% at Main were by the self -check-out machines last
month, up from 20 to 25% last year.
It is predicted that circulation statistics will increase even more because the Library has
joined Prospector, a unified catalog of academic, public and special libraries in Colorado
and Wyoming that provides access to over 13 million books, journals, sound recordings,
films, videotapes and other materials held in these libraries.
The Lafayette Library Board is meeting with their City Council to talk about charging
non-residents for library cards.
C. Friends of the Library - Lillys Price
The Friends took in approximately $6,200 during their March book sale. Thanks to the
efforts of Heman Adams, business at the Friends Shop at Harmony Library has increased
tremendously. Lil also mentioned that members of the Library's management staff are
planning to do the same presentations at the Friends' Board meetings as they have
planned for the Library Board.
d. Committee Reports:
Centennial Celebration - Melissa Pattison
Melissa attended the Programming Team's meeting earlier this week and reported that
plans are progressing well. She mentioned that the Team talked about setting up adult
books clubs and other programs. Brenda said she appreciates the Board's interest and
support of the staff's efforts.
Melissa shared a draft of the Soapbox article she is planning to submit to The Coloradoan
and asked members to email her suggestions or revisions.
Emerging Library Trends - Bob Burns, Joan Scheuerman
Bob and Joan were not able to attend tonight's meeting, however, they plan to provide a
written report about their research into emerging trends concerning libraries. Mary asked
for some information about the Patriot Act, and Brenda said resource information will be
sent to Board members.
Public Relations Committee - Ralph Olson, Joan Scheuerman
As Ralph and Joan were not able to attend tonight's meeting, an update will be given at a
future meeting.
OLD BUSINESS
a. County Funding - Brenda Cams
The Library's needs are determined on a per capita basis but only the City population can
be used. The number of County residents served cannot be used for purposes of applying
for State funds or grants because the County no longer provides support for library
services. Options are being discussed with the County, including a County -wide funding
district which would be a property based tax of 1 or 2 Mil which would be redistributed
to all the libraries in the County. This option still does not address the inequity between
non -City residents and City residents of providing funds to the library. The only solution
to address the issue of residency is to form a taxing district, requiring voter approval,
outside the City limits where there are no existing libraries.
She said some other cities in other counties have faced the problem as well; in fact, the
City Council in Lafayette is talking about implementation of library card fees of up to
$80 per person.
Melissa Pattison said it seems this issue has been around for years and maybe other
options should be explored; perhaps people should pay for library services above a
certain level of use; heavy users would then support more of the costs. Brenda said the
question would be: which would impact more people - a heavy user fee or a non -City
resident fee?
Don Oehlerts said that he recently read an article about the City's use of a Detox Center
in Greeley which costs approximately $45,000 a year. It seems we keep passing over
services that accomplish something and are absorbing more and more expenses for self-
inflicted situations.
Mary said we need to be creative in solving the problem; one solution may be a Library
District, or we may have to just go back to the drawing board.
Lil said we have gone this long without County funding and maybe we should wait until
after we have a new main library; people might be more willing to contribute if there was
a new facility.
Melissa felt that Library staff have been creative in holding things together and that there
might be a slim chance a ballot issue for funding would pass.
Mary said the County funding issue needs to be resolved, although it may be in a
negative way if there is a need to charge non-residents for library cards. It will create a
lot of interest in library funding and the benefits the library brings into the community.
b. Budget Input - Brenda Cams
Copies of the Board's input for the 2002/03 budget were included in their folders. Brenda
said that although staff has not had an opportunity to discuss recommendations in detail
as yet, some needs include a Security Guard, another Children's Service position, and
increasing the book budget. The General Fund budget that is available is about $50,000
less than last year, and there hasn't been any additional funding to cover the increased
cost of utilities, commodities, and supplies. Mary said she will prepare a draft memo
with recommendations from the Board and bring it to the April meeting.
NEW BUSINESS:
a. Posting of Meetings - Brenda Cams
Copies of information regarding the requirement to post public meeting notices any time
there is a quorum at an event, open house, workshop, etc., were distributed to the Board.
Questionnaire for Period Review Process
Copies of the questionnaire were given to Board members with a reminder of the July 7`h
due date. It will be put on the Board's agenda for discussion at the May meeting.
The meeting was adjourned at 7:30 p.m.
Respectfully submitted,
77/a ���z e 214e— a
Marjoge Teklits
Administrative Secretary