HomeMy WebLinkAboutLibrary Board - Minutes - 11/10/2004LIBRARY BOARD MINUTES
REGULAR MEETING - NOVEMBER 10, 2004
2:00 P.M.
Council Liaison: Marty Tharp Staff Liaison: Brenda Cams
(Phone 221-6670)
Chairperson: Ralph Olson
A regular meeting of the Library Board was held on November 10, 2004 in the Publisher's
Conference Room at the offices of The Coloradoan, 1515 Riverside Avenue. The following
Library Board members were present: Bob Burns, Rudy Maes, Don Oehlerts, Ralph Olson, and
Melissa Pattison.
Library Board Member Absent:
City Staff Members Present:
Friends of the Library Liaison:
Mary Robertson
Brenda Cams and Marjorie Teklits
Absent
At 2:00 p.m, the Library Board met with The Coloradoan's Editorial Board. Members of their
Editorial Board present included: Michael Limon (Executive Editor), Kathleen Duff (Editorial
Page Editor and Editorial Board Chairperson), and Community Members Gordon Esplin, and
Mims Harris.
Ralph Olson explained the purpose of today's meeting was to talk about the Library Board's view
of the future of the Library. He expressed gratitude to The Coloradoan staff for their regular
support and features about the library. Following introductions, Ralph explained that the Library
Board consists of volunteers from the community, some of whom are former librarians.
Ralph said in their continuing effort to expand library service to residents in the southeast portion
of Fort Collins, the Board is excited about the prospect of a branch in the proposed Lifestyle
Center. He said a lot of thought has gone into a southeast branch and that this is a most
fortuitous opportunity. He also said there is a clear and present need for expanded library space
in the downtown area as there is insufficient space to house the collection at the Main Library
and it is also a challenge to find a parking space in the area. The library is actually a victim of its
own popularity. He further explained that libraries aren't repositories for just books anymore;
they provide extended services to the community: the ability to exchange email, search the
Internet, resources for people who do not own computers, they provide all kinds of media,
answer questions, and provide homework help.
The Library competes with other City service areas for funds and, unfortunately, is considered a
secondary service. 85% of the people who use the library are City residents and the remaining
15% are County residents who do not directly contribute to funding library services. The Board
has been working with County officials to see if alternate funding can be acquired through a
Regional Library Authority with an intergovernmental agreement (IGA). Wellington, Loveland
and Berthoud would also benefit from such an arrangement. Kathleen asked how the County
libraries were funded years ago; Brenda said they were funded through property tax. At present,
there are some County systems; the trend is to establish library districts. The new funding tool is
a Regional Library Authority, which allows continued governance by cities, with a taxing
mechanism for everyone, including all County residents in the library's service area. To be
attractive to the public, the feeling generally is that a library authority needs to offer new services
rather than just what customers are already receiving.
Kathleen asked what the taxing mechanism would be, and Brenda said it could be a sales tax or
property tax, or a combination of the two. Revenue would be distributed according to the IGA.
Gordon asked if there would be sharing of library materials in such an arrangement. Ralph said
Colorado has an advanced InterLibrary Loan arrangement so immediate access to materials
owned by other libraries is available. Brenda said the Fort Collins Public Library joined a
consortium, called Prospector, which gives customers access to over five million titles. Of
course, it is technology based, which involves another discussion.
Ralph said the library depends heavily on technology. About 60% of items checked out this year
were done by a self -check-out machine. The library has been fortunate to keep up with the
technology wave, at least through this year.
Ralph said the Library depends on outside help for many of the services they offer. For instance,
the Friends of the Library have made it possible for staff to offer special programs, like the
Summer Reading Program. Almost 7,000 kids participated this year and about 4,000 adults and
teens. Ralph said it has been proven that kids who read for recreation usually score higher in
school. Brenda added that the Friends' donation of over $65,000 this year made a huge
difference in what the library was able to offer the public. The Library Trust, through special
endowments, is another potential funding source.
Also, valuable Library volunteers equate to 7.32 full -time -employees and perform many varied
tasks including calling holds, checking in books. They take pride in their library.
Kathleen asked what the Library's options are for getting a new building. Could it expand its
present location? Brenda said it is more expensive to renovate than to start over. There are also
other problems, such as, lack of enough parking spaces at the present downtown location. As the
water table is too high, it would not be possible to build a basement level. In addition, there is an
ordinance passed years ago by City residents who did not want any more of the park taken up by
buildings. When the present Library was constructed in 1976, it was about half the size needed
at the time.
Building Community Choices allowed for land to be acquired for a 100,000 square foot library
on the corner of Laporte and Howes, but there is not enough funding available to construct the
building and no money for operation and maintenance. It is still an issue, still very important,
but it is up to the community to determine priorities. We still have to consider working for a
branch in the southeast. The people who want a southeast branch more than a downtown main
library are a different group; they live in that area. For some it is an issue of fairness.
Brenda then explained the background on the Library's technology funding and what it is used
for. Funding for library technology from Building Community Choices expires next year, and
the request for continued funding through Building On Basics is pivotal to the Library's ability to
continue service. If it is not approved, there isn't any way the Library could maintain the same
levels of service without additional funding. Just about everything at the Library is technology -
based. Interestingly, it has been found that when computers are down, it takes one third more
staff to assist customers. Ralph added that getting technology funding approved in April's
election is the Board's number one concern for next year. Kathleen invited Library Board
members to submit Soapbox articles stressing the importance of technology to the library.
Ralph said the Library's emphasis now is to maintain the present level of service and to do the
best possible job with limited funds. Brenda added that State funding for libraries used to be
$6 million; it is now only $600,000.
Rudy said what the Library does is really working for the Hispanic community; not only do you
see little kids, but entire families looking at books. Once a child learns English, it snowballs at
home; it helps families integrate into society and become productive. People are getting a taste
of it.
Kathleen thanked the Library Board and said it is nice to know the Library is in strong hands.
Library Board members again thanked her and the Editorial group for The Coloradoan's support
of the Library.
The regular Library Board meeting was called to order at 3:00 p.m. by Chairperson Ralph Olson.
Don Oehlerts moved to approve the minutes of the October 14, 2004 meeting; Bob Burns
seconded the motion, and it was unanimously approved.
Corresoondence:
Copies of the October 12'' letter from CSU's Marketing Department thanking Library staff for
sharing old magazines from the Spanish collection for their tobacco -prevention research project
and the October 14a' letter from the Colorado Archaeological Society thanking the Library for
allowing them to display "Awakening Stories of Ancient Bison Hunting" were shared with the
Board.
Reports/Presentations:
a. Director's Report - Brenda Cams
Brenda recently met with Marty Heffernan, Ken Draves and representatives from the
Lifestyle Center developer regarding details of how a contract might look for a library
branch. In addition, Brenda invited Library Board members to attend a November 181h
all staff meeting which will feature an architect who will speak about the design of future
of libraries.
The Day of the Dead program on October 29s' and 30t' had about 500 attendees. The
event was shortened this year due to the overcrowded conditions experienced last year.
Circulation expects to hit the 2 million mark this year. Check-outs on the self -check
machines have climbed to about 60%.
In the past, customers have not been charged for library materials processed through
InterLibrary Loans (ILL), however, due to a reduction in State funding, out-of-state items
acquired through the Denver Public Library will cost $5 per search. Staff have a cheaper
way. There is a $2.50 charge by going through OCLC, and this charge will be passed
along to customers. Traditionally, we have only passed along borrowing expenses when
there is a charge to us.
The trend has been that use of Prospector to borrow books from other libraries has
dramatically increased and regular ILL borrowing decreased. Brenda added that yearly
courier costs have increased from $4,960 to $12,303 per year. Ralph said he is in favor
of charging for out-of-state searches; Melissa suggested keeping Prospector items free up
to a certain point, and then pass along the charge. If ILL levels off and Prospector
continues to grow, the library should consider charging a fee. Brenda said the Fort
Collins Public Library loans around 19,000 items a year and borrows around 22,000.
Prospector is a way of extending the collection without having to have books on site; it is
a way of augmenting our collection. The cost to move books between libraries is also
free to the patron. She said staff wish to preserve, as much as possible, the freeness of
borrowing, but she will share the Board's comments.
Brenda thanked Melissa Pattison for representing the Library Board at the November 5`s
Harmony Library Advisory Committee meeting.
Old Business:
a. Quarterly Newsletter - Ralph Olson
Ralph presented a draft of the next Quarterly Newsletter from the Board. It will be put
into newsletter format in preparation for distribution.
New Business:
a. Work Plan - Ralph Olson
Topics to include in next year's Work Plan include:
Support of technology initiatives
Plan to outfit, staff and stock a southeast branch library.
Pursue a more equitable funding model and enlist Council's support.
Recognize community volunteer efforts.
Foster community interaction with the Library.
Advise Council of developments in Library -impacting legislation.
Melissa said the Board should take a position of informing the public of the impact of a
possible repeal of the grocery tax next year. Ralph said they need to find out what the
Board's role might be, and Brenda suggested consulting with the City Attorney.
Melissa moved to approve the Work Plan as discussed; Rudy seconded the motion, and it
was unanimously approved.
The meeting was adjourned at 4:00 p.m.
Respectfully submitted,
Marjorie Teklits
Administrative Secretary