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09-22-2005 City of Las Cruces PIIPIF NF l PI NG PF / PLF AGENDA LIBRARY ADVISORY BOARD MEETING Thursday, September 22, 2005 Notice is hereby given that there will be a Thomas Branigan Memorial Library Advisory Board Meeting on Thursday, September 22, 2005, at 2:00 p.m. in the Boardroom. 1. Call to Order 2. Review of August 25, 2005, minutes 3. Committee Report a. Friends of TBML 4. Library Administrator's Report a. State Library Report 4 5. Unfinished Business 6. New Business a. High Cost of Gas 7. Announcements 8. Public Participation 9. Adjournment *The next scheduled meeting is Thursday,October 27, 2005, at 2:00 p.m. in the Library Boardroom PUBLIC IS INVITED The Thomas Branigan Memorial Library of the City of Las Cruces will make every effort to provide reasonable accommodations for people with disabilities who wish to attend a public meeting. Please notify the Library at least 24 hours before the meeting at telephone number 528-4000 or TTY 528-4008. I THOMAS BRANIGAN MEMORIAL LIBRARY E 2 ADVISORY BOARD MEETING �r 3 LAS CRUCES,NM 4 September 22, 2005 5 1. Call to Order at 2:02 p.m. 6 7 Members Present: 8 Lockett Ford Ballard, Jr., Mamie Leverett, John Bloom, Terry D. Johnston, and 9 Cynthia Murrell. 10 11 Other Attendees: 12 Lori Grumet, Library Administrator, Lance Lujan, Library Specialist ll, and Mark 13 Pendleton, Outreach Librarian. 14 15 Absent: Steven W.Givens 16 17 II. APPROVAL OF AUGUST 25,2005 MINUTES. 18 Mamie Leverett moved to approve the minutes as presented, Terry D. Johnston 19 seconded. The minutes were approved as presented. 20 21 III. COMMITTEE REPORT— Mamie Leverett Liaison to Friends of TBML 22 Ms. Leverett informed the Board that the Friends of the Library did not meet this 23 month. She stated today she received the minutes from the last meeting, which Ms. 24 Cimmet went over at the last Board Meeting. The Friends held their Author Award 25 Luncheon for Marion Taylor author of The History of Mesilla. The luncheon was a 26 big success. Over 120 people attended, this was quoted as being one of the largest 27 attendances at the Author Award Luncheon. Ms. Grumet informed the Board that 28 the Friends bought a laminator for the Library Staff. It is a very large laminator, 29 which does poster size objects. The Staff has been very busy laminating. Mr. Ford 30 Ballard suggested the Staff take a digital picture of the laminator and attach the 31 picture to an e-mail and send it to all the Friends with a thank you from the members 32 of the department who use the laminator. 33 34 35 A 1 Library Advisory Board Regular Meeting Thursday, September 22, 2005 I IV. LIBRARY DIRECTOR'S REPORT—Lori Grumet. 2 Ms. Grumet handed out copies of the State Library Report to all the members. She 3 stated she spent about one month collecting the numbers and information for the 4 report. Ms. Grumet pointed out that the budget is now$2.2 million up from when she 5 started as the Director in 2000; $1.3 million of that is for salaries and benefits. She 6 explained that the zeros on page 7 are a result of the Library not qualifying for state 7 aid for public libraries last year, but she pointed out that on page 2 they could see that 8 the library now makes the per-capita, and at this time next year, the Library should be 9 back in the State's good graces for that funding. Librarians will be going to the 10 Legislature again and will ask for $18 million for public libraries, $18 million for Il school libraries, and $16 million for academic libraries. That money is distributed 12 based on a population formula. The 2004 GO Bond allocation of$391,000.00 was 13 received by the City Council in August. There is some possibility that the next GO 14 Bond allocation will be based on municipal population alone and be significantly 15 reduced without including the County population served by the library. Ms. Grumet 16 went over the statistics in the State Library Report. 17 4 18 Ms. Grumet informed the Board Members that on Monday the City Council 19 authorized $165,000.00 to address the water problems on the east and west walls of 20 the building. Councilor Strain was adamant that money had been allocated to re- 21 roofing the building and why had it not happened. The new facility manager did not 22 have information available to answer the questions. Ms. Grumet explained that the 23 increase in the price of materials, since the time the money was allocated in 2000, did 24 not provide enough money to re-roof the Library building. Staff tried to fix this by 25 combining the Library with several other buildings to get a mass purchase and 26 hopefully get a reduction for volume, which did not happen. The last word on the 27 subject was that as the roof leaks, it will be patched. The money approved on 28 Monday was a result of a number of complaints received overtime. This time last 29 year the Library was in an OSHA investigation because of air quality. The air quality 30 and pigeon contamination were remediated and have not recurred. The Library spent 31 $10,000.00 to $20,000.00 to have all the duct work in the building cleaned. Alter 4W 2 Library Advisory Board Regular Meeting Thursday, September 22,2005 I this, it was felt that the building was in good shape. But, a few months ago, E 2 employees in the Reference office complained of always feeling sick. They would �•+ 3 get congested, runny nose, and burning eyes. Then over the weekend, when they 4 were at home, it would clear up. Upon returning to work, they would experience the 5 symptoms again. Ms. Grumet requested that the facility be examined again. She has 6 received the results of the mold test done by Independent Special Safety Evaluations, 7 Inc. Ms. Leverett asked where the money to perform this testing came from, and Ms. 8 Grumet informed her that the Facilities Department supplied the money and the 9 money did not come from the Library's budget. They reported no visible evidence of 10 mold. Mold was readily discovered beneath the backside of sheetrock in all areas of 11 dampness and moisture. There are no limits on bioaerosol mold levels set by the 12 Federal Government or any state at the time of this report related to the amount of 13 fungi, fungal spores, or molds that can be in the air. But, they did a relative 14 determination based on samplings of air outside the building and inside the building. 15 Outdoors there is fungus and it's natural and healthy and supposed to be there, and 16 varies from season to season. Inside a healthy building or healthy home that count 17 should not exceed what is outside. They tested the main floor, the Children's area, 18 Media room, and took samplings throughout the Library. The only place where the 19 interior counts were significantly higher were in the Reference Office and the book 20 sales room. They were not higher necessarily than the exterior, but were elevated 21 relative to the rest of the building. Basically, the consultants stated that the results, 22 presented as text which is underlined, in italics, and bold, indicates a healthy building. 23 So, the building itself is healthy. Yes, there is mold, it is encapsulated in the walls. 24 Next, and what the Council was discussing on Monday, is the reallocation of funds 25 obtained by removing some projects from the facility schedule temporarily and 26 abandoning some projects that are no longer necessary. The remediation will require 27 that the sources of water be pinpointed, and the report basically indicates where the 28 source of the water is located. The facility will be trenched out on both sides, find 29 where the water is coming in, and the facility made watertight. When the exterior 30 problem is corrected and they have the water moving away from the building, work 31 will proceed inside the building, with a crew that is trained to do mold remediation, 4 3 Library Advisory Board Regular Meeting Thursday, September 22, 2005 I and they will remove the dry wall in the areas where the mold exists. That is why the 4W 2 book store is closed, the reference office is now upstairs, and the two rooms are now 3 empty of people. The rooms must be completely vacant of furniture and books. If 4 the crews open the walls and expose the mold, all the books and firniture would have 5 to be wiped down with chemical sponges. Ms. Debt did not want to go through all 6 that, so she had a big book sale and will have another one in October to try and get rid 7 of her inventory. There is no definite date set since the process has to go out to bid. 8 9 The front doors are scheduled to be replaced; however, the only quote received was 10 from a company called Facilities Build out of Albuquerque. This company is asking 11 for $34,000.00 to replace the two sets of doors. The actual cost should be closer to 12 $15,000.00. So,the project is going out to re-bid. 13 14 Ms. Grumet reiterated that there is mold in the building, but it is not endangering 15 anybody at this time. She does not want people to get the impression that it is not 16 healthy or safe to come into the Library, because it is. The mold is in the walls, it is 17 not coming through the walls, it is not out where it can be touched, and it is not in the 18 air. 19 20 Board Members asked if she is satisfied with the way the problem has been 21 addressed. Ms. Grumet answered that a better question would be, is the staff satisfied 22 with the resolution. Right now the Reference Staff is in the Pearl Higgins Room and 23 they seem to be happy with their quarters. The Friends are not particularly thrilled 24 that the Book Store has closed, but they would rather be closed and move the process 25 along. Ms. Grumet has not had any further health complaints from the Staff since 26 they were moved out of that space. 27 28 Ms. Leverett asked about the flooding in the Library, she was informed that the 29 Library had flooding in the Dresp Meeting Room, Children's area, and the 30 Circulation Department. Ms. Gnunet said that Xavier Paz extracted several hundred 31 gallons of water out of the Dresp Meeting Room carpet. Ms. Leverett stated that she 4 Library Advisory Board Regular Meeting Thursday, September 22, 2005 I noticed there is a drain at the lower end of the ramp coming into the Dresp Meeting 2 Room. Ms. Grumet informed her that it is connected to the sump, which was not 3 working. This could be one reason why the water flooded into the meeting room, 4 also, there is a gap of about one inch under the employee door. Once the drain 5 backed up,the water came pouring in under the door. 6 7 The City architect is arranging a meeting between himself, Ms. Cr met, and the 8 architect from Studio D on the feasibility design and expansion plans for the Library. 9 Ms. Grumet is hopeful that they will meet soon to discuss the study and design of the 10 Children's addition. Il 12 Ms. Grumet reported that Mr. Dean Thompson, who worked in Reference, has left the 13 Library and is now a Collections Development Librarian for the Dona Ana 14 Community College. His position should be filled shortly. Mr. Xavier Paz,who has 15 been with the City for 25 years, is retiring next week. He will be greatly missed. He 16 moved in with this building from the old Branigan Library with Pat Greathouse and 17 knows everything there is to know about this building. Three new part-tone Library 18 Specialist II's have been hired to help with the 9:00 o'clock opening started in 19 September. Ms. Grumet feels that the new opening is working out all right. She has 20 noticed that there could be about a dozen to half a dozen patrons on the computers 21 and that is about it. The other stations don't get a lot of attention. The schedule will 22 continue through the month of October and on Halloween the Library will open at 23 8:00 a.m. Staff is recording the patron count every hour to know where the peaks and 24 valleys are. After two months of tracking the hourly statistics, Staff should have a 25 good idea of what days and times the real peaks times are. 26 27 Ms. Cr rnet attended training in Scottsdale where she trained in Balanced Scorecard, 28 which is a method of looking at an operation's performance measurements and 29 performance based budgeting. She explained that this training was a full day and was 30 very extensive. The Branigan Library is part of a pilot project from the Institute of 31 Museum and Library Services, which is coordinated through Carlsbad California. 4 5 Library Advisory Board Regular Meeting Thursday, September 22, 2005 I Public Library. The Branigan Library will be participating in the Balanced Scorecard 2 Process. After the training, Ms. Grainer visited the Phoenix Public Library and states 3 that it is a beautiful facility, five stories, all covered in metal, with louvers that move 4 with the sun so they shade the library all the time. The teen room is always touted in 5 professional literature as THE TEEN ZONE and is nationally famous. When one 6 walks into the room, there is rap music playing and there are pop and candy vending 7 machines. The kids can sit on cushions and watch videos on the big screen TV. It 8 was in use as early as 10 in the morning. The central atrium has elevators at one end 9 and a stairwell at the other end. At the bottom of the stairwell is a pond, which one 10 would think, water and libraries don't mix. Because of the height of the structure and 11 the thermo dynamics of the building, water has to be in that pond to keep the building 12 from drying out in the summer because the upper floors get so heated that they use 13 the current to bring humidity up to the top part of the building. While touring the 14 Library she noted a waste basket set up on a kiosk. Being a Librarian, she figured 15 out why the Librarians had placed the waste basket on a kiosk. After investigating 16 further, she found the basket was holding water from a leak. As she was leaving the 17 building, she turned one last time to look at the front and check the hours of 4 18 operation. She looked at the stainless steel sign that waffles down the building and 19 noted the staining on it. She recognized that the staining was from pigeons. She 20 joked that she felt much better knowing she was not alone when it comes to leaks and 21 pigeon problems. Mr. Ford Ballard related that the Young Museum, after spending 22 90 million dollars, has a main concern being pigeon droppings. 23 24 V. Unfinished Business: Nothing to Report 25 26 V1. New Business: 27 Ms. Grumet shared energy reports with the Board Members. The average use for the 28 Library is $161.00 per month for gas. This average goes back to December and 29 January which are the highest months for gas use. This average is sure to go up 30 because of the price of gas. Mr. Ford Ballard stated the University is talking about 31 their cost doubling if not tripling. Ms. Grainer informed them that the Library has a 4 6 Library Advisory Board Regular Meeting Thursday, September 22, 2005 I fairly steady and decent control of the system, which is controlled by a central 2 computer at the Facilities Department. This system maintains a fairly constant 3 temperature, and takes the temperature down at night when staff is not in the 4 premises. The average vehicle gas bill for the City van is $69.00 a month. The City 5 van is not used on long trips because it does not travel well on hills. Staff can not 6 drive it to trainings in Ruidoso because it will not go up the hill. The Bookmobile 7 travels farther, but the averages are still pretty low. Unfortunately, one of the reasons 8 is because the Bookmobile is in the shop about as often as it has been up and running 9 in the last calendar year. Ms. Grumet feels the budget is pretty stable and will cover 10 the increase in gas prices. 11 12 The Board Members and Ms. Grumet discussed her monthly report. Mr. Ford Ballard 13 stated he enjoyed the comments and Ms. Grumet's replies. They discussed ways to 14 make Ms. Grumet's comments available to the Library patrons. Ms. Grumet also 15 informed the members that this information is posted on the library web site. Ms. 16 Grumet mentioned that she received a couple of complaints about the new labeling 17 system. She believes it is just resistance to change and it will take some learning 4 18 before patrons are comfortable with the new system. 19 20 VII. Announcements: 21 Mr. Mark Pendleton invited the Board Members to joint him, Lori Grumet, and Dr. 22 James Veatch at the KRWG TV pledge drive on Sunday, September 25, 2005 and 23 also on October 17, 2005. On Tuesday, October 0 at 7:00 p.m. Teddy Jones will be 24 speaking about the book she coauthored, A Stone for Every Journey. On Tuesday the 25 1' of November, a three women author panel discussion will be held in the Dresp 26 Meeting Room The three women are Marsha Hamilton, Judith Ryan Hendricks, and 27 Daniela Kuper. 28 29 VIII. Public Participation: Nothing to report. 30 IX. Adjournment 3:11 p.m. 31 4 32 7 Library Advisory Board Regular Meeting Thursday, September 22,2005 E 2 PRESIDENT �✓ 3 4 5 kMA.1 w 6 SECRET Y 7 8 9 10 11 12 4 4 8 Library Advisory Board Regular Meeting Thursday, September 22, 2005