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HomeMy WebLinkAboutLibrary Board - Minutes - 09/11/1997Council Liaison: Chris Kneeland Chairperson: Jack Steele Staff Liaison: Brenda Cams Phone: 225-0877 (h) A regular meeting of the Library Board was held on Thursday, September 11, 1997, in the Ben Delatour Room of the Fort Collins Public Library. The following Library Board members were present: Bill Cook, Joanne Monath, Jack Steele, Al Stone, and M. Madeleine Wawro. Library Board Members Absent: Anne Ostrye-Macdonald Jacqueline Wallace City Staff Members Present: Brenda Cams, Kim Crowley, and Marjorie Teklits Friends of the Library Liaison: Catherine Janonis Guest: Jack Schanz, Chair, Library Fund Advisory Committee The meeting was called to order at 6:00 p.m. by the Chairperson, Jack Steele. The minutes of the August 14, 1997 Regular meeting were corrected to delete reference to Jack Steele as the Acting Chairperson as he was absent from the meeting; Jacqueline Wallace performed the duties of the Acting Chairperson. CORRESPONDENCE There was no correspondence to be read at the meeting. REPORTS/PRESENTATIONS A. Library Fund Advisory Committee Report - Jack Schanz Jack Steele made a motion to accept Jack Schanz as Committee Chair for a two-year period, the renewal of Bill Cook's term for one year, and the appointment of Frank Jones as the Friends of the Library representative to the Committee for a period of one year; Joanne Monath seconded the motion and the appointments were unanimously approved by the Board. These positions are effective October 1997. Jack Schanz reported that the Community Foundation has advised that $9,934 will be available to the library and recommended these funds be requested after January 1998. The fund balance at the beginning of the fiscal year was $244,000 and there was a gross gain of $37,000. Out of the $37,000, $7,700 was withdrawn, and the management fee amounted to $5,400. As of June 30's, 1997, the fund's balance is $268,000. If the Foundation maintains their current investment policy, the fund should do very nicely. Joanne Monath asked about the management fee, and Jack explained that it represents 2% of the balance in the fund and is used for administrative costs incurred by the Foundation to manage the fund. It is planned to have a Committee meeting some time within the next few months, after which Jack Schanz will report back to the Library Board. Jack Steele thanked Jack Schanz for the complete analytical history he prepared of the fund and for his dedicated work for the Committee. B. Director's Report - Brenda Cams Board Members were invited to attend a "Neo Beatnik Happening" on September 27'" being presented by the Kiva Recording Studio and Avogadro's Number; it is a fundraising event to benefit the Friends of the Library. The November 12'" Friends of the Library meeting will be a sneak preview of Harmony Library. Library Board members may come to this preview or may request a tour at a later time. Brenda met with the Mayor and discussed her role as the new Library Director as well as expectations for the future. During the discussion, the Mayor encouraged the Library Board to resubmit their "Into the 21" Century" long range plan for adoption by City Council so funds earmarked for the Library from the collection of Impact Fees can be used. Brenda prepared a draft of proposed changes which were distributed along with the original. The Library Management team has been reviewing recommendations made in a consultant's report to respond to the need to provide sufficient staffing at the Main Library and Harmony Library with the resources that have been given. The planned reorganization will allow staff more flexibility in job assignments, schedules and duties. Jack Steele asked for a summary outline of the planned changes. Brenda Cams thanked Board members Anne Ostrye-Macdonald, Maddy Wawro, and Al Stone for their assistance in staffing the Library's booth at NewWestFest and for helping to make it a success. An RFP has been issued for proposals from public relations firms for the planning and implementation of the Library Services and Facilities Public Relations Project, a federally -funded project to develop and strengthen relationships between the Fort Collins Public Library and the business and professional communities. The selection of the firm will be done by a committee consisting of a Library Board member, a representative from the City's Purchasing department and the Library Director. Brenda will send a written Director's report to Board members prior to meetings with the intention of highlighting items of interest at the meeting, and questions about the report will be answered at regular meetings. The written report will provide more in-depth detail, and a copy will be shared with staff. 2 C. Friends of the Library - Catherine Janonis The annual Friends of the Library book sale will take place on October 3 and 4. It was decided to have a 2-day sale instead of a 3-day sale as most of the stored books which had been sorted were destroyed in the flood. OLD BUSINESS A. Update on Public Relations Grant from Board Viewpoint Due to the absence of Anne Ostrye-Macdonald, it was decided to discuss the Board's role in the Public Relations grant at a future meeting. B. October Planning Retreat - Review and Finalize The 1998 Work Plan and major areas of focus for the coming year will be discussed at the October 16'h retreat meeting. C. Budget Strategy Discussion Library Board members discussed various budget strategies, and Maddy Wawro volunteered to draft a letter from the Board to City Council members reflecting the Board's desire for full service funding at Harmony Library. In addition, it was suggested to compile customer comments after the new library opens to ascertain what they think of the new library and how it meets their expectations. D. Review and finalize report to City Manager Board members gave their suggested revisions to the draft memo in response to John Fischback's request for information on the Board's support of Council's Policy Agenda. Jack Steele will incorporate the changes into the memo and submit it to the City Manager's office by the September 15'" deadline. NEW BUSINESS A. Library Board Long Range Plan After the meeting it was decided to devote the majority of the regular October 9t° Library Board Meeting to update their long range plan, "Into the 21" Century," so that it can be submitted and formally adopted by City Council. B. Board Elections A written nomination from Anne Ostrye-Macdonald and Al Stone, which was based on several issues and priorities for the 1997-98 Library Board agenda, nominating the re-election of Jack Steele and Jacqueline Wallace as Library Board Chair and Vice Chair was distributed to the Board. Bill Cook made a motion to accept the nominations, Al Stone seconded the motion, and the Board voted unanimously in favor. The nominating committee felt that Jack and Jackie have clearly set a direction for the Board, and a second year would strengthen that direction. The meeting was adjourned at 8:15 p.m. Respectfully submitted, Marjorie Teklits