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HomeMy WebLinkAboutLibrary Board - Minutes - 06/09/2005Council Chairperson: LIBRARY BOARD MINUTES REGULAR MEETING — JUNE 9, 2005 Ben Manvel Ralph Olson Staff Liaison: Brenda Cams A regular meeting of the Library Board was held on June 9, 2005 in the Ben Delatour Room of the Main Library at 201 Peterson Street. The following Library Board members were present: Nina Bodenhamer, Bob Burns, Don Oehlerts, Ralph Olson, Melissa Pattison, Mary Robertson, and Molly Thompson. City Staff Members Present: Friends of the Library Liaison: Guests: Visitors: Brenda Cams and Marjorie Teklits Heman Adams Jamie LaRue, Director, Douglas County Libraries Jean Blaylock, League of Women Voters Lu Benke, Friends of the Library Gretchen Bennett Karin Chapman Patricia Lovelock Grant, Wellington Marty Larsen, Library Trust Colleen Lesh Louise Meiman, Wellington Public Library Board Alison Rogers, associated with Library Trust Marty Tharp Pat Walsh Larry Webber, Friends of the Library The meeting was called to order at 6:00 p.m. by Chairperson Ralph Olson. Mary Robertson moved to approve the minutes of the May 12, 2005 meeting; Ralph Olson seconded the motion, and it was unanimously approved. Correspondence: Copies of a report found on the OCLC web site by Don Oehlerts entitled "Libraries: How they stack up" were distributed. It provides comparisons of library economics and activities to other sectors, professions and destinations in the worldwide economy. Also distributed were recent newspaper articles which mention the library. Regarding the articles appearing this week about a potential Southeast Branch, Brenda said although she has not spoken with the developers, she understands there is still interest in having a Southeast Branch included in their project. Details will need to be worked out with the City Manager's office. Brenda thanked Marty Tharp for her efforts on behalf of a Southeast Branch. Reoorts/Presentations: a. Director's Report - Brenda Cams Brenda complimented Molly Thompson on the latest edition of the Quarterly Newsletter from the Board. Recent statistics and programs and information on day-to-day business can be found in this month's Director's Report. The Library, along with the other City departments, is going through the Budgeting For Outcomes (BFO) process in efforts to develop a budget for 2006 and 2007, and it is not known at this time whether or not there will be a positive or negative affect to the Library. The BFO process is a way of identifying different ways of doing things that will result in giving residents what they really want while attempting to do business at a lower cost, and it is expected that positions will be cut as a result. This doesn't necessarily translate into how it will affect Library. The Library's budget was reduced approximately $230,000 over the past two years and there is a need to find secure funding for the Library. b. Summer Reading Program Video Viewing of the video is postponed to a future meeting. C. Emerging Trends — Bob Burns, Don Oehlerts Bob's highlights of recent articles concerning library matters included: . From The Christian Science Monitor (May 10) a survey of summer reading favorites for children conducted by Country Inns & Suites. . Again from The Christian Science Monitor (April 21), an article about the one hundredth anniversary of the bookmobile, including statistics on the states with the most bookmobiles. . The May 9`s Denver Post article "Europe yells in Google library" mentions six European leaders have proposed creating a European digital library to counter the project by Google Print. Google said it is eager to work with libraries all over the world so that even more books can be in its search -engine index. . From the May 2005 American Libraries, "Congress Debates Sunset Provisions of Patriot Act" which is due to expire the end of this year. Section 215 allows the Justice Department to search library and book store records without a subpoena. Everyone is encouraged to contact their Congressmen about this critical issue for libraries. . The American Library Association's annual meeting will be held in Chicago at the end of this month. ALTA is having a series of seminars on library support and how to engage in library advocacy. . From the ALA Washington Office Newsline, ALA opposes the inclusion of the REAL ID Act (H.R. 418) in the Emergency Supplemental bill for U.S. soldiers and tsunami relief efforts. H.R. 418 makes proof of legal immigration status a requirement for obtaining a driver's license or state -issued ID. Those who are not US citizens or resident aliens could be precluded from access to public libraries as driver's licenses are commonly used as a means of identification for obtaining a library card. . The National Commission on Libraries and Information Science (NCLIS) will identify libraries in each state with outstanding health information programs and a winning library will be announced in May 2006. . Don said libraries have primarily been County or City functions for a long time. Occasionally states had programs for providing supplementary funding. After World War II, there were Federal programs as well. Due to the present war and economic situation, Federal assistance is minimal, so support comes down to States and local communities. It is difficult for the States as they, too, do not receive as much Federal help. Libraries and education have been affected, and that mainly leaves support only from local communities. Ralph agreed about all the reductions and said even State funding for InterLibrary Loans has been slashed. d. Public Relations — Nina Bodenhamer, Molly Thompson Nina thanked Molly for the great job on the latest newsletter. Molly said the Library staff was a huge help in providing background information. Nina distributed the latest draft of the one -page information sheet promoting the library and the services it offers and welcomed comments. Board members will use it when speaking with Council members to familiarize them with the great job the library does for the community. Old Business a. Library Funding Options — Jamie Larne, Brenda Cams Brenda said that as part of the BFO process, one of the offers presented by Library staff is to explore forming a Library District or Authority. If a District were formed, the City ( would be absolved from providing operation and maintenance, and citizens would receive the same or higher level of service. There have been discussions with the Board and others in the room about alternative funding options and requests to find out more about Library Districts. Brenda introduced Jamie Larue, Director of the Douglas County Libraries who has personally been responsible for coordinating the formation of two Library Districts and is a prominent and well -respected Library Director in the State. He has come to tonight's meeting on his own time to provide information about the benefits and risks of Library Districts. Jamie thanked Brenda for inviting him to tonight's meeting. He said his experience includes leading the conversion of a County Library to an independent Library District as well as a City Library to a Library District. He said libraries across the United States are in decline. At the County level, it's books against bridges and roads, and at the City level, libraries are low on the list and considered secondary services. The only option that makes any sense is a Library District. If you want to have a great library, you have to change governance. Jamie shared copies of the 1991 Intergovernmental Agreement he used to define his Library District. The issue received 66% approval from their voters; patrons are happy to pay and satisfied with the service they receive. When an area has greater than 50% of their population holding library cards, a Library District issue will receive voter approval; if less than 50% of the population are card holders, most likely the issue will fail. Jamie's comments: . Take the Library District issue to the people and ask them what they are willing to support. . He believes if FCPL stays with City governance, funds will be reduced. If you look at yourself as a business, and business is expanding, do you reduce the scope of operations or expand? There is a clear choice: decline or grow. You need to respond to citizen demand. . Identify your service area. Colorado Statutes say you can draw your own boundaries but it is easier to follow already defined School or Fire District areas. Go to Wellington, for instance, and ask if they want to be included. If they don't, they can be excluded from the areas served without any problem. . Debruce at the same time you ask for voter approval of a District rather than later; this is very important. . Put together an IGA that talks about all the issues (insurance, benefits, etc.). These issues are easily resolved. . In the best of worlds, if you have support from the City, the odds of winning are far greater. Look at your competition on the ballot. Most likely it is from the County or School District. You don't want to compete with any of them as odds are everyone will lose. Sit with them, secure their support. If the County is committed to a ballot issue of their own this year, sit down with tem and ask their support for next year. . Putting the issue on the ballot doesn't require town approval, although it is better to have it. It can be done by a petition process. . Larimer County has grown in the unincorporated areas and library services have been provided to a growing population who haven't supported it. . The first year his Library District formed, there was a lot of very hard work to do as an independent entity, but from his experience, they did better (lower insurance costs, better coverage, and switched one retirement plan to another). The issue is not timing, it's how much time it takes to win. . Seek legal council outside City staff, someone with experience, and ask if they are willing to help pro bono. An attorney is needed to form the ballot question. A Library District ensures long-term financial viability. Mary Robertson asked who would appoint the Library Board; the County Commissioners? Jamie said he wasn't sure but would investigate it. Bob Burns asked how boundaries are defined. Jamie said you draw the boundaries where you know you will win, where the most cardholders live. Brenda said the heaviest populated areas of the County contain the majority of card holders. Population is sparse in the outlying areas. Jamie said if the issue passes in the heavily populated areas, passing would not be an issue in the less populated areas. Ralph Olson asked if the library's service area would be extended. Brenda said it would, to Laporte, Livermore, etc., and there would be an opportunity for a bookmobile and regional approach as to where branches might eventually be placed. Bob Bums asked Jamie for a marketing plan of how he achieved success; Brenda will arrange to get him a copy. Melissa Pattison asked what the break is between the Library Board and Library Director's responsibility during formation of a District. Jamie said the transition is that the Director becomes a partner on her own time, but until a Library District is approved, she is a City employee. Ralph said they have to look to the community at large for support, not just the Library Board; they need support from a larger community and it's going to take a number of people being involved. Jamie said you need the following: . An Executive who calls meetings and keeps people on task, a respected community member; ideally a business member. . A Process Specialist. This could be the Library Director who can talk about data, provide information such as how new services might look and costs. A Secretary who fills out all the forms in compliance with the law. A Treasurer to keep track of money. A Salesman to go out and pitch the message. Bob Burns asked to see the governance document from Jamie's District. Jamie said it can be found on their web site. Brenda Cams has seen a level of community support in favor of better funding. Friends of the Library members Larry Webber and Terri Sullivan and former Library Board member Rudy Maes spoke in support of the library at the June 7a' Council meeting. One visitor felt it is important that the Board communicate a message to Council that says they are discussing and exploring the funding issues and propose Council have a joint work session with the Board to talk about the pros and cons of Districts and Authorities vs. remaining a Municipal Library. Also, Council considers the library building an asset, and transferring it to a District is going to raise that issue. In addition, the City collects an impact fee from new development; how would a District deal with the collection of development fees that go to funding a library? Jamie said the fee would disappear, and that would be considered a reduction in tax, a good thing. Mary Robertson suggested Library Board members take time to meet with individual Council Members to ascertain their support and then request a work session. Nina Bodenhamer moved that since the discussion of a potential Library District warrants further exploration, not only within the Board but with Council Members, the Board will request a Study Session with Council to discuss the pros and cons. Molly Thompson seconded the motion and it was unanimously approved. Brenda mentioned there is a Study Session scheduled in August to discuss alternative funding. The Friends of the Library have decided to spend up to $10,000 on a survey to find out if interest in a Library District exists in the community and what level of funding citizens would be willing to provide. The survey can be accomplished in a two -week period and the 400 residents called would be chosen at random from voter registrations. One visitor from Wellington felt that there is no point in having a survey until more information is out there. A District means a new tax base; that is number one. It has to be out there to compare to other Districts. It's going to take newspaper articles as well. Melissa Pattison asked does Wellington feel threatened if Fort Collins were to pursue Districting, and the visitor said yes. Brenda repeated that the town can be excluded if they decided not to be a part of a District. It was assumed Loveland and Estes Park would be excluded. Brenda said Estes Park has their own District already and, from most recent conversations with Berthoud, they are talking with the Weld District about joining them. It was asked if the survey would just be in Fort Collins. As a member of the Friends, Lu Benke said it would most likely follow the boundaries of the Poudre School District, minus Red Feather Lakes. It would cover where library card holders are concentrated. Mary Robertson said she would be very interested to see the survey results and then form a strategy about which direction to take. Bob Burns still wants to resolve the matter of governance —if the outlying communities would join or not. Mary said that would be one of the steps in putting together a plan. Ralph Olson recommended the Friends come to the next meeting to talk about the results of the survey and that the Board continue discussions about a District at that time. The meeting was adjourned at 8:15 p.m. Respectfully submitted, Marjorie Teklits Administrative Secretary