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HomeMy WebLinkAboutLibrary Board - Minutes - (8)0 City Clerk's Office LIBRARY BOARD MINUTES Regular Meeting — May 13, 1999 6:00 p.m. Council Liaison: Michael Byrne 11 Staff Liaison: Brenda Cams (Phone 221-6670) Chairperson: Jack Steele (Phone:225-0877) A regular meeting of the Library Board was held on May 13, 1999 in the Ben Delatour Room at the Main Library. The following Library Board members were present: Anne Ostrye- Macdonald, Rudy Maes, Mary Robertson, Jack Steele, and M. Madeleine Wawro. Library Board Member Absent: City Staff Members Present: Council Liaison: Friends of the Library Liaison Visitor: Ed Jakubauskas Brenda Cams, Michael W. Powers, and Marjorie Teklits Michael Byrne Larry Webber Carolyn Haase, Library Board Candidate The meeting was called to order at 6:05 p.m. by the Chairperson, Jack Steele. The minutes of the April 8, 1999 Regular Meeting stand as written. CORRESPONDENCE Copies of the April 29"' memo from the Library Board to the City Manager and Council Members in response to the request for input concerning the 2000/2001 budget was distributed to all Board members. The memo recommends increasing the per capita expenditures each year until it reaches $36 (in 1997 dollars) in the year 2015. This would call for a per capita expenditure of $25 in 2000 and $25.73 in 2001 (in 1997 dollars). The Board recommends that these dollars be added to the Library's 2000/2001 budget. A draft memo from the Board in response to Diane Jones' April 23 request for input for the 1999-2001 Council Policy Agenda was discussed and finalized. It states that the Library Board urges Council to place library services in the priority funding category and that it is the Board's 1 desire that Council bring the Public Library up to a Superior Level of Service as soon as possible and to maintain that Level of Service in all subsequent years. REPORTS/PRESENTATIONS A. Library Director — Brenda Cams The Dynix system has tested Y2K compliant, which means the library does not have to spend money to upgrade the existing software at this time. This allows Library staff time to buy and install new software without a concern for Y2K problems when the millennium approaches. A new promotional poster featuring Mayor Ray Martinez and a young reader was displayed for Board members. The poster's theme: "Readers are Leaders" will be used for public relations and fundraising campaigns. Interested local organizations will be asked to pay a $500 sponsorship for similar posters which will be placed on display in the libraries. Board members suggested officially copyrighting the "Readers are Leaders" slogan. B. Friends of the Library — Larry Webber Although the Friends' meeting schedule slows for the summer months, they are planning a booksale in July and are getting ready for their big October sale at the Mall as well. In addition, they may have a special one -day sale to benefit some of the libraries affected by recent tornado damage in Oklahoma. Funds raised could help replace furnishings, equipment, and books that were destroyed. Contacts are being made with the Red Cross, and attempts may be made to get organizations to donate matching funds. A Nominating Committee is being appointed, and the election of FOL officers will be at their October meeting. The Friends' may plan some fall activities to celebrate their 60" anniversary, perhaps during Children's Book Week. C. Public Support Committee — Mary Robertson The Library Board's Public Support Committee determined that Consumer Boards for various areas of library usage would be helpful. These Boards would be made up of consumers/users of that particular service area. They could: enhance awareness of how customers perceive services, build loyalty among those on consumer boards, facilitate dialog between staff and customers, and be advocates to the community for those library services. Mary identified types of Consumer Boards to pursue: Young Adult, Children's Services, Local History, Adult Services, and Information Technology and Education. Each Consumer Board would be separate and start-up one at a time. A suggestion was made to have a facilitator from the High Plains Regional Library Service System help the Consumer Boards to get the mechanics to fall in place. Mary asked Library Board members to suggest names for the various Consumer Boards. Two major areas of focus for the Public Relations Committee include fundraising and political awareness/support. Current targets include: . The 2000/2001 Budget (ongoing meetings with Council and City Manager; continued education for Council and staff about appropriate funding levels). . Long-term support to promote ballot initiative in 2005 (long term public education: outreach to various community groups; speakers bureau to talk about library issues; library site discussions; outreach to groups; developing support for using the video to begin public education; Library Board training for public speaking about the library; a Centennial celebration for the Library in 2004 [when the Camegie Library began]; and grant writing). . Media Relations (continued effort by staff, letters to the editor; radio shows; write "Focus" column; and column in NCBR). . Community Outreach to special interest groups (invite groups, such as Women's Business Networking groups, Rotary groups, etc., to meet at the library; develop events to encourage library loyalty; examine meeting room policy; and coordinate book groups). . Activities that Showcase the Library (winetastings; Annie Walk; art shows and show opening events; publicize children's art shows; develop contests for poetry, art, etc.; Internet Festival; symphony concerts; author awards; children's programming; Cinco de Mayo; NewWestFest; and "Give the Gift of Literacy." Other event ideas mentioned included getting the writing community involved; film festivals, and tie-ins with schools. Four such activities a year were estimated to be the most practical. They would encourage library loyalty and create a way for the public to celebrate the library). Anne Ostrye-Macdonald suggested the Board, Friends of the Library and library staff combine their efforts in planning future public relations efforts, and a planning meeting will be scheduled with members of each group to work towards that end. Jack Steele suggested getting information about the library to some of the people interested in the "Readers are Leaders" campaign as they might be interested in helping with financial support. Larry Webber suggested designating a "Right to Read" day each month. It was also suggested that the Library Board do a "Focus" column in The Coloradoan, perhaps some radio public service announcements, Letters to the Editor, and Soap Box articles to help increase media exposure for the library. OLD BUSINESS A. Budget Questions A concern expressed at the April meeting was that hourly staff are paid from the library's materials budget. Brenda Cams and Mike Powers clarified that, although there is no set amount of money set aside for non -classified positions, the money to pay these employees comes from discretionary money in the operating budget. It was explained that discretionary money can be utilized where needed, whether it be materials or staff, and money set aside for specific needs cannot be used for anything other than what they were intended for. Brenda Cams added that funding for 4.5 hourly FTE for the 2000/2001 budget has been requested. Jack Steele said that the Board needs to develop a budget policy paper, and suggested this be put on a future agenda. It was felt that the most opportune time to educate Council on the needs of the library would be after the three new Library Board members are on board. Larry Webber stated that the Friends are helping their members become aware of which Council member represents them, and he offered to share copies of various Council members' comments on library services. Jack Steele asked Mike Powers if there will be an opportunity for Boards to give City Council comments on the budget, and Mike said there will be an opportunity for public input in September or October. B. John Carver Seminar Comments Jack Steele, Ed Jakubauskas, and Brenda Cams attended the John Carver Policy Governance Model Workshop on April 301h. Jack's understanding of how it applies to the Library Board follows: 1) The Board is accountable and is responsible to the "owners" (City Council) and to no one else. 2) The Board needs to make sure "the thing" works. 3) The Board has authority ONLY as a group —no individual authority. 4) The Board needs to establish its own work plan —it cannot let the organization tell it what to do. 5) Boards are downward extensions of ownership, not upward extensions of management. 6) The Board should concentrate on the ENDS not the MEANS. 11 7) The Board should not micromanage, but should tell the CEO/Library Director how not to do the job. 8) Boards should be able to state their VALUE. 9) Boards should not control all they can, but only what they must. 10) Avoid tinkering (like with a budget line) and then just rubber-stamping. 11) The Board should produce a budget policy, not the budget itself. New Council Member Liaison to the Library Board, Michael Byrne, was introduced. He said a new facility is the next major step for the Library and that some of the work the Board is now doing will bear fruit at the next Main Library. NEW BUSINESS A. Council Policy Agenda The Board completed the draft response to the City Manager and Deputy City Manager in response to their request for input on the Council's Policy Agenda. They agreed that the Library should be included as one of the primary services provided by the City, rather than secondary. B. Other Mike Powers informed the Board that the First Reading "Authorizing the Mayor to Enter into an Intergovernmental Agreement with Larimer County for the Purpose of Providing Library Services to Residents of Larimer County" and "Appropriating Unanticipated Revenue in the General Fund for the Library Outreach Program" is scheduled for May 18". The item was removed from the normal consent agenda. The reason the County's contribution has decreased is that it is based on a percentage of population, and that population has shifted to other areas in the County. County Administrator Frank Lancaster is expected to attend the meeting. As his term is expiring and tonight's meeting is his last, Jack Steele thanked Anne Ostrye- Macdonald for her commitment and dedication to the Library Board over the past eight years. Anne's appointment to the Library Board expires in June. The meeting was adjourned at 8:20 p.m. Respectfully submitted, Marjorie Teklits Administrative Secretary Minutes approved at the June 8, 1999 Library Board Meeting