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05-28-2009 s City of las Cruces 1 PEOPLE N E L P I N G PEOPLE 2 THOMAS BRANIGAN MEMORIAL LIBRARY 3 ADVISORY BOARD MEETING 4 MINUTES 5 Thursday, May 28,2009 6 1 Call to Order 7 President Ford Ballard called the meeting to order at 3.00 p.m. 8 Members Present: Locket Ford Ballard, President; Debora Rmdge, Secretary; Terry 9 Johnston, Patricia Pedersen, Robert Branshaw; Diana Youngren and Noma.Tracey Others 10 present: Kathleen Teaze,Library Administrator; Lori Grumet, Public Services Director; 11 Larry Broxton,Dauntless Consulting;Arlene Dohr,Friends of the Library 12 2. Review of April 23, 2009,minutes 13 The motion was made, seconded and passed to accept the minutes of the April 23,2009 14 meeting as written,except to change the spelling of Noma Tracey's name on line 9 to 15 Tracey. 16 3 Committee Report 17 a. Friends of TBML 18 Friends Liaison Terry Johnston reported that since the Friends had no meeting in 19 May the only thing she had to report is that the Friends cookbooks have arrived. 20 4 Library Administrator's Report • Library Advisory Board 1 Regular Meeting Thursday,May 28,2009 1 Ms. Teaze distributed information about a new division of the American Library 2 Association,ALTAFF This is the Association of Library Trustees,Advocates,Friends and 3 Foundations which was formed through the merger of Friends of Libraries USA into the 4 Trustee division. She also stated that the annual report of the New Mexico State Library is 5 available in hard copy from Kathleen or online at www nnatatelibrary org. 6 a. Strategic Plan 7 Ms. Teaze introduced Larry Broxton,President of Dauntless Consulting,as the consultant 8 who has been awarded the contract for helping to develop the library's 2010-2015 Strategic 9 Plan. Mr. Broxton introduced himself. He hopes that this will be a fun experience which 10 will be a fairly simple process of guiding the Board through the process. He suggested that 11 if the Board members have a wish list of what should happen they should bring them 12 forward. Over the next 4 months we will go in increments to analyze and evaluate the 13 current plan and build a plan for the future. Ford Ballard asked if there was a sense of how 14 many meetings to plan on. Mr.Broxton stated that first the Board will be given a tour of 15 the building. It's difficult to determine how many meetings will be required but he would 16 rather the Board state what they think they need and then proceed. The tour and the 17 planning of how many meetings will be necessary can probably be done within an hour 18 Mr Branshaw asked if the consultant would be talking to any of the front-line staff during 19 this process to get input from them on where they see problems. Mr.Broxton stated that 20 this is a crucial piece and that Mr Broxton and Ms. Teaze would develop a survey 21 document for employees which will also contain blank space for suggestions. Mr.Broxton 22 stated that he will be a facilitator Ms. Teaze suggested that perhaps the Strategic Planning • 23 Committee would include one or two staff members and perhaps a representative from the Library Advisory Board 2 Regular Meeting Thursday,May 28,2009 1 Friends. Mr Ballard asked if Ms. Teaze could give a sense of what the future of media 2 materials will be. Mr Ballard asked that Ms. Grumet address the relationship of the Library 3 to the City's future planning as part of our strategic planning process. Ms. Grumet 4 responded by saying that the City is engaging now in a new strategic planning process. 5 Public Services Department appears in the current plan only minimally,but she is confident 6 that the library will be included in the upcoming plan. 7 Ms. Teaze discussed a recent meeting with the City Manager,Assistant City Manager, 8 Facilities Director and Budget Director to discuss the future of library services in the City of 9 Las Cruces. At that meeting the sense was that funding is the difficulty and that the library 10 will have to find innovative ways to find the money for expanded services. 11 Ms. Grumet asked Arlene Dohr to make an announcement. Mrs. Dohr announced that the 12 Friends of the Library fundraising cookbook has arrived from the publisher and is now 13 available for purchase in the Friends Bookstore for$20.00. It makes an excellent gift. 14 Mr Ballard asked the Board members to bring their calendars for strategic planning 15 scheduling. 16 5 Unfinished Business-Noma.Tracey asked if there had been anything new about the 17 Bookmobile. Ms. Teaze stated that she had submitted paperwork to allow the vehicle to 18 be auctioned Dona Ana County has not responded to any recent requests for their 19 desires regarding the bookmobile. She went on to say that the library has developed a 20 formula for invoicing the County for Books by Mail service which results in a cost of 21 $15 00 per item sent out through Books by Mail. The County has now been invoiced 22 for items sent for 3 quarters of FY09/10 We do not yet know if those bills have been • 23 paid. Ms. Teaze reiterated the need for branch libraries in other parts of the City. Library Advisory Board 3 Regular Meeting Thursday,May 28,2009 • 1 6 New Business—Ms. Rindge asked if any decisions had been made regarding the uses of 2 the current City Hall and the City Office Center Ms. Teaze said that as far as she 3 knows nothing has been decided. 4 Ms. Teaze asked if the Board would like to hear about the construction going on. She 5 stated that the contractors showed up ready to work and that summer programming had 6 been shifted to occur at other locations than the Dresp Room. Demolition has been 7 done on the Campo Terrace for building a new meeting room. The Kiva Room 8 renovation is nearly complete. The Dresp Room area is now the major issue. Originally 9 the plan was to change it to a room for Children's Programming. However,it was 10 determined that a better use would be as a Public Computing area in anticipation of a 11 second phase of construction winch would expand the actual Children's Room to 12 include a programming area. Mrs. Johnston asked if the Dmsp Room would entirely be 13 for computers or just part. Ms. Teaze stated that the larger side would be used for the 14 public access computers and the smaller side could be used for a training area. 15 However,this will be subject to change depending on the direction of technology and 16 whether the City develops a technology center Mr.Ballard asked if this might allow 17 the library to go back to the former opening time of 10.00 a.m. Ms. Teaze said she 18 thought that would be unlikely unless there are severe budget constraints. Ms. Grumet 19 agreed. Mr. Ballard stated that this can be addressed in the strategic planning process. 20 Ms. Rindge asked if there is any federal stimulus money that could benefit the Library 21 Ms. Grumet stated that projects need to be shovel-ready to qualify for funds and that the 22 broadband telecommunications money is the most likely to benefit the library and that • Library Advisory Board 4 Regular Meeting Thursday,May 28,2009 1 this will likely be handled at the state level. For libraries specifically there is no 2 construction money in the stimulus package. 3 7 Announcements—Mr Ballard asked if there were any announcements. Ms. Youngren 4 thanked Kathleen Teaze,Lynette Schurdevin,Debora Rindge and Pat Pederson for 5 helping with the Battle of the Books competition held at Onate High School. 6 8. Public Participation—Mr Ballard asked for any public participation. There being none 7 he asked for a motion to adjourn.The motion was made, seconded and passed to adjourn 8 the meeting. 9 9 Adjournment—The meeting adjourned at 3 46 p.m. 10 The next regularly scheduled meeting will be June 25,2009,at 3.00 p.m.in the Library 11 B ardroom. 012 13 PRESIDENT 0 Library Advisory Board 5 Regular Meeting Thursday,May 28,2009 I. k City of las Cruces PEOPLE IELPINC PEOPLE AGENDA LIBRARY ADVISORY BOARD MEETING Thursday, May 28, 2009 Notice is hereby given that there will be a Thomas Branigan Memorial Library Advisory Board Meeting on Thursday, May 28, 2009, at 3.00 p.m. in the Library Boardroom. 1 Call to Order 2. Review of April 23, 2009,minutes 3 Committee Report a. Friends of TBML 4 Library Administrator's Report a. Strategic Plan 5 Unfinished Business 6 New Business 7 Announcements 8 Public Participation 9 Adjournment *The next regularly scheduled meeting will be June 25, 2009, at 3.00 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.