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LIBRARY BOARD MINUTES
Regular Meeting — February 11, 1999
6:00 p.m.
Council Liaison: Chris Kneeland 11 Staff Liaison: Brenda Cams
(Phone 221-6670)
Chairperson: Jack Steele
(Phone: 225-0877)
A regular meeting of the Library Board was held on February 11, 1999 in the Ben Delatour
Room at the Main Library. The following Library Board members were present: Ed
Jakubauskas, Anne Ostrye-Macdonald, Rudy Maes, Mary Robertson, Jack Steele, and M.
Madeleine Wawro.
City Staff Members Present:
Friends of the Library Liaison:
Guest:
Brenda Cams, Michael W. Powers, Jack Gianola,
and Marjorie Teklits
Larry Webber
Brad Goetz
The meeting was called to order at 6:00 p.m. by the Chairperson, Jack Steele. The minutes of the
January 14, 1999 Regular Meeting stand as written.
A letter from Jacqueline Wallace resigning her position with the Library Board was shared with
Board members. The City Clerk's office advises that appointments to fill Board vacancies will
be made in June.
REPORTS/PRESENTATIONS
A. Review New Downtown Main Library Options
Mike Powers recapped that funds approved by voters are for the land and/or design of a
new main library and that City Council directed staff to look at potential sites in the
downtown area. At this time, the Performing Arts project is on a faster track as the
citizen group who is attempting to raise $6-$10 million for the project is in the process of
gathering cost and site information so that they can proceed with their fundraising efforts.
He displayed flip charts of possible sites for the new main library, and Jack Gianola,
Special Projects Manager, City of Fort Collins Facility Services, showed two possible
layouts for a site near the intersection of Mason Street and LaPorte Avenue.
Brad Goetz, an Assistant Professor at CSU, volunteered his time to present drawings and
a model of a three story underground library which could be constructed in Library Park
between the present Library and the Museum. It would extend underground
approximately to the sidewalks on Oak and Olive Streets, preserving the park atmosphere
on top with gardens and walkways. An advantage of this plan is that additional land
would not have to be purchased. Among potential problems to consider would be how to
keep water out of the building and the lack of sufficient parking to accommodate
customers.
The Library Board Committee assigned to study options for the new main library was
asked to bring back pros and cons of the various proposed sites to the April meeting so
that the Board can decide on which option(s) to support if it is decided this is an
appropriate time to do so.
B. Director's Report — Brenda Cams
The Technical Services department will move to their new location at 101 Remington on
February 15". Because the move is being done on the Presidents' Day holiday, staff will
not experience any downtime in processing new materials. Larry Webber has been
helping to install shelving at the site, and the Friends of the Library are looking forward
to making use of the space they will occupy in the basement. Brenda asked Board
members to let her know if they would like a tour of the facility.
The Library Management Team (LMT) is beginning to analyze their staff and material
needs for the years 2000-2001 in preparation for the two-year budget planning.
Mary Robertson met with the LMT and the consultants from the State Library on
February 4" to further plan for the public planning process. A list of 17 people have
been identified to participate in a focus group, and an orientation meeting and tour of the
Main and Harmony Libraries is scheduled for March 16"'.
Staff have been reviewing potential Y2K problems and submitted contingency plans to
deal with them.
The "Forrest Light" sculpture at Harmony Library was dedicated on February 2nd. It's
colors fit in nicely with the Library's entryway, and positive comments about its
appearance have been received from the public.
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John Fischbach, Will Smith, and approximately 40 Library volunteers attended a
volunteer appreciation brunch at Harmony Library on January 30".
Mayoral candidate Ray Martinez was given a tour of the Library during a recent visit.
Board member Rudy Maes and Friends of the Library Jean Dietemann and Larry Webber
are planning to join Brenda Cams at the Legislative Workshop and Luncheon at the
Denver Public Library on February 17".
Library staff is working with the City's IT department to look at ways of improving
telephone service to customers, including an automated attendant system. Directional
information in Spanish could also be available.
Due to crowded shelves, the number of media items allowed for checkout was raised
from 4 to 5 in order to increase space on the shelves.
The Electronic Literacy Classes at Harmony Library have become extremely popular,
especially since the Community Internet Festival on January 30`".
Positive feedback is being received from the public since the Children's/Media desk was
lowered. Not only are staff finding they are more aware of people approaching the desk,
but small children and people in wheelchairs have better access to the librarians.
Some book stacks are being consolidated, and work continues streamlining the second
floor to make it more efficient and user-friendly.
Brenda Cams met with Dorothy Bland, President and Publisher of The Coloradoan who
offered to assist the Library with publicizing the Library's space and personnel shortages.
C. Friends of the Library — Larry Webber
The Friends are very appreciative of the space they have for sorting donations at the new
Technical Services site. Not only does it give them a sense of permanence, but makes it
easier for Dean Willms to choose special donated books for the Library's collection. The
Friends are using remnants of shelving not suitable for the Library, and anticipate moving
materials out of the storage units after the next sale, February 27 and 28. Larry invited
the Board to attend the presale on February 26"' at Harmony Library. Brenda added that
last year the Friends worked more than 33,000 hours with their booksale efforts.
Larry is encouraging members of the Friends to become more aware of the Council
Districts in which they live and to maintain contacts with elected officials, commissioners
and legislators.
He is also working with Brenda Cams and Deb Maltby to make the Friends' newsletter
more a part of the Library.
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The Friends are considering taking care of the yellow shelves in order to free up more
time for the Library's Volunteer and Outreach Coordinator.
OLD BUSINESS
A. Progress on "Into the 21" Century" document — Brenda Cams
After reviewing the document with Library management staff, Brenda Cams made the
following comments:
History, Page 4, second paragraph, last line:
Harmony Library presently houses 89,000 items, instead of 60,000.
Area Library Service Roles —Table 1, Page 8:
The "Primary" and "Secondary" Roles for Fort Collins Public Library and Front Range
Community College (Harmony Library) should be reviewed to ascertain where efforts
should be focused.
Colorado and National Peer Cities chart, Page 9:
As of December 1998, Fort Collins has 2.3 books per capita and expenditures per capita
were $22.91.
Goal 1, Item 1.1, Page 13:
Even with the addition of the new Technical Services site, the Library remains at .48
square feet of library facility space per capita because of continued population increases.
Goal 1, Item 1.2, Page 13:
Library items per capita are presently at 2.3, a slight increase.
Goal 1, Item 1.3, Page 13:
Brenda asked for clarification on whether this is a goal for the Library Director or the
Library Board. Jack Steele said that the Board's Budget Committee will review it as part
of their recommendations for the two-year budget; $36 per capita per year funding
remains the Board's goal. 1998 funding per capita was $22.91 after expenditures were
totaled at year end.
Goal 1, Item 1.4, Page 13:
Brenda Cams said a possible focus would be to add a larger children's area and
collection. Jack Steele said that this section mostly addressed things which the Library
did not presently have, and Maddie Wawro said it represents things that need
improvement.
Goal 1, Item 1.5, Page 14:
As of December 1998, staffing is at a level of .42 per 1,000 served.
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Goal 1, Item 1.6, Page 14:
Approximately 22.6% of the Library's customers are children 18 and under. About 20%
of the total materials budget is spent on children's books. In terms of collection,
children's books represent 40% of the collection and 38% of the total circulation.
Goal 1, Item 1.7, Page 14:
This information is out -dated. If you average the technology money received from the
capital improvement program, based on population this year, it comes to $3.29 per capita.
Goal 1, Item 1.8, Page 14:
We now have 5,217 large print books and 8,113 books on tape. A baseline will be
established and monitored. In addition, staff are purchasing more unabridged books,
which are more expensive, due to customer requests.
Goal 1, Item 1.9, Page 14:
The public planning process is expected to provide some of this input.
Goal 2, item 2. 1, Page 14:
Brenda Cams said we may want to reconsider rewording this goal to read "two miles of
90% of the population of Fort Collins" because of the service population who live in the
county. Jack Steele and Anne Ostrye-Macdonald prefer to keep the wording: "...Fort
Collins and the surrounding service area."
Goal 2, Item 2.2, Page 14:
The courier goes to the school District Media Center, and there is computer access from
senior and junior high schools. As LINC funds are dwindling, Mike Powers said it may
be possible for courier fees to be paid with expansion fee money.
Goal 2. Item 2. 1:
LINC monies, which pay for this service, are running out, and it will be necessary to find
funding elsewhere.
Goal 2, Item 2.4, Page 14:
The Library is able to do this, except at Barton Early Childhood Center as they are
frequently closed, and the volume is not great enough for daily courier service. Jack
Steele said the Item should remain as written.
Goal 2, Item 2.5, Page 14:
In 1998 alone, we scheduled 16 Technology Talks, 32 PAC training sessions, 20
Electronic Literacy Classes, 2 classes at the Community Internet Festival and 6 classes
for other groups.
Goal 2, Item 2.7, Page 15:
As of February 1999, approximately 2,500 indexed with 50% full text.
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Goal 2, Item 2.8, Page 15:
Additional personnel are needed in order to increase hours of operation.
Harmony Library is open 66.5 hours/week when Front Range Community College is in
session; the Main Library is open 65 hours/week.
Goal 2, Item 2.9, Page 15:
See comments on Item 2.5.
Goal , Item 3.1, Page 15:
The Library does have money to maintain technology, however, facilities are maintained
by the City's Facilities department. The remodeling needed to improve the usability of
the Main Library is being paid through productivity savings.
Goal 3, Item 3.2, page 15:
An ongoing preservation and maintenance program is a part of the every day operations
of the Archives. Some of its goals have been achieved and others are still to be fulfilled.
Anne Ostrye-Macdonald stated that the intention of this item was to make sure there is a
plan for maintenance and preservation of the collection.
Goal 4, Item 4.1, Page 15:
After records were purged, registered borrowers total 63.9% of the population.
Goal 4, Item 4.2. Page 15:
The homebound program increased by 76% since 1995.
Goal 4, item 4.3, Page 15:
A new bilingual Library Assistant has been hired to continue to provide and expand
multicultural collections, programs, and services to meet the community's needs. Sarah
Scobey continues to work on diversity services.
Goal 5, Item 5.1, Page 16:
Harmony Library circulation figures in 1998 doubled that of the Mini Library and
equaled more than half Main Library circulation.
Goal 5, Item 5.2, Page 16:
It is anticipated that the public planning process will help establish and promote some of
these relationships.
Goal 5, Item 5.3, Page 16:
A joint use law library can be developed with a New Main Library.
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March Agenda
Report from Library Board Tax District Options Committee (Ed Jakubauskas, Madeleine
Wawro) and the Public -Support Committee (Anne Ostrye-Macdonald, Rudy Maes, and
Mary Robertson).
Library Technology Update — Kim Crowley
The meeting was adjourned at 8:20 p.m.
Respectfully submitted,
Marjorie Teklits
Library Secretary
Minutes approved at the March 11, 1999 Library Board Meeting
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