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HomeMy WebLinkAboutLibrary Board - Minutes - 06/13/2002A regular meeting of the Library Board was held on June 13, 2002 in the Ben Delatour Room of the Main Library at 201 Peterson Street. The following Library Board members were present: Carolyn Haase, Ralph Olson, Mary Robertson, and Joan Scheuerman. Library Board Member Absent: City Staff Members Present: Friends of the Library Liaison: Council Liaison: Guest: Rudy Maes Brenda Cams and Marjorie Teklits Joanna Lambert Marty Tharp Wayne Givens, President, Library Trust The meeting was called to order at 6:00 p.m. by the Chairperson, Mary Robertson. Carolyn Haase made a motion to approve the minutes of the May 9, 2002 meeting, Ralph Olson seconded the motion, and it was unanimously approved. A copy of the Koelbel Public Library's web page showing their address in Centennial rather than Littleton will be shared at the next meeting. Library Trust President Wayne Givens was welcomed to the meeting. He said the Trust was set up in 1999, and the group has been working since then to develop a mission and plan to raise endowment funds to support the library system. They feel that, to help the library move forward, the library system needs financial help to have enough funding to support programs. He added that a number of libraries across the country have similar endowments for this purpose. Members of the Library Trust include Ann Azari, Dave Armstrong, Nancy Baker, Sue Wood, Marty Larson, Kent Sutherland, Melissa Katsimpalis, Chris Kneeland; honorary members include Maury Nelson, Bill Cook, Tom Sutherland, Jack Steele and Jack Schanz. Wayne has been serving as President since the group was organized. The Trust's plan is to raise $2 million over the next three years, and they are now preparing for a fundraising drive. Wayne shared copies of information packets about the Trust and the library that will be given to prospective donors. It contains their Mission Statement, a history of giving in Fort Collins and how dependent the library has been on private funding, an information sheet showing how library expenditures per capita in Fort Collins is not keeping up with other Colorado communities and how Library Trust efforts would provide a mechanism to bridge the gap, and a campaign case statement. Also included in the packets is information about all the library program areas in need which donors might consider supporting; they include: children's materials, the summer reading program, storytimes, young adult collection and services, adult materials and services, large print materials, non-English materials, and preservation of local history and culture. The Trust has been strategizing the best way to approach their fundraising campaign and have identified 25 to 30 people who might be interested in supporting their efforts. Mary said the information packet was beautifully done, and that the folks who started the Trust were very visionary. Wayne said the Trust members are excited about the project and have all made donations themselves. Mary Robertson said the potential outcome of the Trust's plan is remarkable in addition to it being a great public relations effort. In addition, Wayne said the Wilkin's Trust has also helped the Library Trust financially, and that is how they have reached this point. Carolyn suggested the Trust contact citizens who used to live in Fort Collins as well, and Wayne said they will eventually be looking into all those sources for funds. Wayne said the Trust did a lot of research along the way as to what the public really likes best; what came out loud and clear was that children's programming is high on peoples' lists of priorities, and this has to be an important focus of the Trust's fundraising efforts. Ralph mentioned that Library Board members have been writing articles to the newspaper on a monthly basis to keep the library in the public's minds, and these articles will help support the efforts of the Trust. Correspondence Brenda shared a copy of Charles Robles' email resignation from the Library Board. In addition, it was mentioned that Kay Masselink's resignation from the Board due to her relocation has become effective. Board Members at tonight's meeting expressed regret that Charles and Kay are unable to continue their terms and appreciation of their work and support for the library. Mary mentioned that a person to complete Kay's term may be appointed by August or September, and that it is possible that it may take until the end of the year to replace Charles' position. 2 Reports/Presentations a. Director — Brenda Cams "Conflict of Interest" forms from the City Clerk's office were distributed to Board Members in the event they have a conflict at some point. Brenda is compiling information to submit for year 2003 budget. Library needs include a Youth Services Librarian for Harmony Library and additional funding for collections. With the possibility of a southeast branch opening next year, there will not be as much funds available for the Main and Harmony Library collections, and the number of new books ordered for these libraries will be lower. In addition, State cuts are eliminating $32,000 from State Grants that we use to purchase educational books and videos, and the Colorado Resource Center will no longer exist. The impact is that we can no longer process InterLibrary Loan requests through them, and there will be a bigger drain on our collection as other libraries will be borrowing more items from us. Marty Tharp said that she will ask for information on how State budget cuts will affect us. Brenda will supply more information about the library's 2003 budget requests at the next meeting. Brenda and Kim Crowley visited the Ironwood Branch Library in Richmond, British Columbia which is nationally known because of their use of technology. They learned how the library implemented self -check, which is used by 90% of their customers, as it would be valuable if we could duplicate their success in the event a southeast branch is opened in Fort Collins. Staff at the Ironwood Library are very service oriented, morale was high, and it was impressive to learn how their system was working to maintain or improve their level of service. Ironwood is a 12,000 s.f. storefront library which circulates approximately 65,000 items monthly, or, approximately as much as our Harmony Library, from less than half the space. Lead Adult Services Librarian Francine Purdom has decided to retire; she has had a great impact on positive staff morale during her years of service and will be missed. Joan suggested a letter be sent from the Library Board to Francine to thank her for the work she has done for the library. Brenda brought to the Board's attention copies of the responses to their library services survey received to date as well as copies of recent newspaper articles about the library in their packets. The process of hiring a new Branch Manager for Harmony Library continues, after which the position for Lead Librarian for Adult Services will be posted. The Board will be advised of the date for candidate presentations for the Branch Manager position in the event they can attend. Brenda announced that Marty Heffernan has been appointed the new Director, Cultural, Library and Recreational Services. She said everyone is confident that he will do a great job for the City, and the Board concurred. b. Friends of the Library - Joanna Lambert Joanna mentioned that registrations have started for the Summer Reading Program (SRP), which the Friends have funded since it's inception. They also began supplying funds for the successful Young Adult SRP which started three years ago. To date, over 400 teens have signed up for the program. Friends members are preparing for the next book sale to be held at Harmony Library the third week in July. They are hoping to raise $8,000. They are also planning to fund a special puppet workshop which will be held at the Lincoln Center in September. Marty Tharp complimented and thanked Joanna for the many hours she volunteers her time, not only for the Library, but the Senior Center as well. She also said it is remarkable to see all that the Friends organization does for the library. C. Committee Reports: County/State/National - Carolyn Haase Carolyn was appointed Chair of this committee, formerly chaired by Charles. She distributed copies of the Agenda Item Summary from the June 4 City Council meeting and suggested Board members check out the videotape of the meeting for more information on "Items Relating to Boards and Commissions." Changes to current policy are in the areas of residence eligibility requirements, the application/appointment process, meeting minutes and length of membership terms. The second reading will take place at a meeting in July. Marge was asked to mail copies of the draft Resolution and Ordinance to the Board. Carolyn said new Board members coming on board should be required to attend the yearly information sessions given by the City as they are so informative and useful. Carolyn said new Council Member David Roy will make an excellent addition to the Council team and should be invited to a future Library Board meeting so that everyone can get acquainted. Citv Council Relations As Rudy Maes was not able to attend tonight's meeting, a report will be postponed until the July meeting. Public Relations - Ralph Olson, Joan Scheuerman Ralph said that art work from the Poudre School District students has been reviewed for possible use on bookmarks. These bookmarks would be given out at the library Circulation desk and would contain information about such things as library needs and a schedule of some upcoming events 4 OLD BUSINESS a. Southeast Branch - Brenda Cams The lease has been signed for a possible Southeast branch at the former Steele's market, and first reading of the project to obtain Council approval is scheduled July 161h. If approved, staff can proceed with preparations for the collection, furniture, and staffing. Some business owners in the area of the proposed branch would prefer the space be used as retail, however, as mentioned at the last meeting, it has been shown that library branches occupying retail space have proven to be popular, they revitalize these areas, and attract many customers to them. Ralph asked if there is any data or statistics on library branches in retail locations that could be shown to the business owners to alleviate their concerns, and Brenda said she would look into it. Mary added that the citizens group interested in a ballot issue for a new main library is waiting to see if the southeast branch is created and to find out the level of support they would have from the community if opening this branch is approved. b. Soapbox Articles Mary said she will submit an article for July but hasn't decided on a topic as yet. Ralph complimented and thanked Marty Tharp for her Soapbox article regarding "Branch library proposal areal winner." C. Board Survey - Joan Scheuerman Copies of Joan's May 31 Soapbox article on "Library board wants to hear from patrons" were distributed. It was suggested that copies of the survey be made available to the public at both libraries for ease in replying. Brenda will check to see how this might be done. d. County Funding Meeting - Mary Robertson Mary asked for a volunteer to replace Charles at the June 26 meeting with the City Manager regarding County funding for library services. Joan Scheuerman said she would attend. Brenda was asked to give background information to Marty Tharp as she is unable to attend the meeting. The meeting was adjourned at 7:20 p.m. Respectfully submitted, Marjorie Teklits Administrative Secretary