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08-25-2005 L AGENDA LIBRARY ADVISORY BOARD MEETING Thursday, August 25, 2005 Notice is hereby given that there will be a Thomas Branigan Memorial Library Advisory Board Meeting on Thursday, August 25, 2005, at 2:00 p.m. in the Boardroom. 1. Call to Order 2. Review of July 28, 2005, minutes 3. Committee Report a. Friends of TBML 4. Library Administrator's Report a. New Library Hours b. Behavior Policy Development [ c. New Employees �I d. Status of Library Computer System—Innovative Interfaces. e. Facility activity—Testing Results—Contact with Architects, etc. 5. Unfinished Business a. Vacant seat District 1 6. New Business a. Monthly Report format—comments. 7. Announcements 8. Public Participation 9. Adjournment *The next scheduled meeting is Thtusday, September 22, 2005, at 2:00 p.m. in the Library Boardroom. PUBLIC IS INVITED the Thomas Brarthan Memorial Library of the City of Las Cruces will make every eKort 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 5284000 or TTY 5284008. a 1 TZAS BRANIGAN MEMORIAL LIRY 2 ADVISORY BOARD MEETING 3 LAS CRUCES, NM 4 August 25, 2005 5 I. Call to Order at 2:05 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, and Eva Anaya, Administrative Secretary. 13 14 Absent: Steven W. Givens 15 16 U. APPROVAL OF JULY 28, 2005 MINUTES. 17 Ms. Leverett specified changes to page 2, line 2, "Staff is in the process of hiring 18 three part-time Library Specialist II in order to open the Library early." To read, 19 "Staff is in the process of hiring three part-time Library Specialist II positions in order 20 to open the Library early." She also wanted to change on page 3, line 40, "He noted 21 .." to read, "Mr. Ballard noted ...." The minutes were approved as amended. 22 23 III. COMMITTEE REPORT— Mamie Leverett Liaison to Friends of TBML 24 The Friends approved the new constitution at their public meeting. Ms. Grumet and 25 Iviis. Leverett are now omciaiiy Liaisons to the Friends Board. At the last meeting, 26 the Friends were given a list of things that the Library staff was requesting. Ms. 27 Grumet stated the Friends decided to purchase a laminator. They did not want to 28 purchase any book trucks. Ms. Grumet has resolved to purchase the book trucks for 29 the staff. She explained to the Friends that existing equipment has condition 30 problems: the wheels wobble terribly, the paint is chipped, the welds are going for 31 the third time. After taking action on the one item, the Friends deferred everything 32 else to their October meeting. The Friends are not on a monthly schedule, that is one 33 of the things that was changed with the bylaws and constitutions. They are now on 34 an irregular schedule. 35 36 Ms. Leverett asked if equipment shouldn't be part of the Library budget. Ms. 37 Grumet explained that it is, but the Friends asked what they could do to supplement 38 the Library budget so Ms. Grumet could then use the equipment money for other 39 things. Ms. Grumet was hoping to use the money budgeted for the book trucks to 40 purchase shirts for the Library Staff, since there is only $150.00 available in the 41 uniform line. Staff has requested the shirts because clothing gets ruined handling the 42 books, spilling solvents, and snagging on shelving. 43 44 The Friends have scheduled the Author Luncheon for September 18, 2005. 45 1 Library Advisory Board Regular Meeting Thursday, August 25, 2005 L � 1 IV. LIBRARY D ECTOR'S REPORT—Lori Grumet. ivew LiDrary Hours 3 On the 6`h of September, the Library will move to the interim Library hours. For the 4 Months of September and October,the Library will open at 9:00 a.m. On Halloween, 5 the Library will open at 8:00 a.m. The staging is in place, the news release has been 6 sent to PIO; hopefully, the word will get out. The Friends' Board was very 7 enthusiastic about the earlier hours. When the Library opens at 8:00 a.m., the Library 8 will be open 74 hours a week. Staff will have to start their day much earlier, and the 9 Library was only given 3 part-time employees to cover the extra 10 hours of services. 10 With scheduling and planning for absences, leaves, and trainings, it is going to get a 11 little tight. 12 13 Behavior Policy Development 14 The Staff is developing a revision of the Library Rules of Behavior. Staff is trying to 15 tie it more closely to Municipal Code, make it a little more comprehensive, and cover 16 more of the behaviors exhibited in the Library. The biggest issue which will probably 17 cause more static for Library Staff, is the policy which will ban cell phone use in the 18 Library. Ms. Grumet receives complaints weekly in the suggestion box from people 19 who want the cell phones banned. 20 21 New Emplog 22 New Employees hired are: David Anthony Vilma, Rene Baca, Joe Kendy, and Laura 23 Ashley Neil all Part-time Library Specialist II. Promotions: Trish Gomez was 24 promoted from Library Specialist I to Library Specialist II; Lanee Lujan was 25 promoted from Library Specialist II P/T to Library Specialist II F/T. There are also 26 professional positions to be filled. There are two Senior Librarian positions vacant, 27 the one to replace Laura Gonzalez and the new one that was approved for an 28 Operations Librarian. Ms. Grumet has met with Human Resources and is trying to 29 adjust positions throughout the exempt ranks to develop a Librarian II step on the 30 personnel ladder at the library. She expects that this process will take a while. In the 31 meantime, Ms. Grumet plans to fill the two Senior Librarian positions, but hire them 32 as Librarian I's. Then, when the Librarian II slots become available, she will either 33 promote the people hired or do a competitive posting internally depending on the 34 interest expressed,job duties, and the skill sets. Those positions should be advertised 35 very shortly. A Reference Librarian I position is also being advertised to replace Mr. 36 Dean Thompson, who has been with the Branigan Library for a little over a year. Mr. 37 Thompson is going to be the new Collections Development Librarian at the Dona 38 Ana Community College. A part-time Computer Technician will also be hired;this is 39 a new position approved in the 2005/06 budget. Ms. Grumet reported to the Board 40 that she has been trying to convince the City that the Library Technical Computer 41 Personnel should be paid at the same pay grade as their counterparts in the IT 42 Department, since they do the same kind of work on the same kind of equipment. 43 The Human Resources Director has expressed his opinion that all computer people 44 need to fall under IT, and answer to IT, and can not be independently housed in 45 departments. Ms. Grumet is in disagreement with the Human Resources Director. In 46 the meantime, they will try to fill the position. 47 2 Library Advisory Board Regular Meeting Thursday, August 25, 2005 c 1 Status of Libr Computer System—Innovative Interfaces 2 he second reek in August .iacki risher, the Network Administrator, went to 3 California to the Headquarters of Innovative Interfaces, the Library Systems vendor, 4 to attend an advanced systems training. She trained with them for one week and had 5 homework every night. Ms. Fisher carne back with a number of very startling 6 revelations, and unfortunately, there has been a tremendous amount of maintenance 7 that has fallen through the cracks since automation back in 1995. Ms. Fisher will be 8 playing catch up with all the new information she has learned. Ms. Fisher has a 9 daunting task ahead of her, there is a lot of internal maintenance on files and systems, 10 and load tables that she will have to deal with to fine tune the system and make it 11 better. 12 13 Facility Activity—Testing Results—Contact with Architects etc 14 The testing was completed, and the results have been received by the City. Ms. 15 Grumet was told last week that she would have the testing results for this meeting; 16 however, she has not received the information. It is hoped the information will be 17 available later on for the Board members. 18 19 Ms. Grumet has contacted the City architect regarding the Library expansion project, 20 and she has heard that they have received the signed contract from Studio D 21 Architects, and she should be hearing from them shortly so she can start setting up 22 focus groups and gathering the data they need to do the feasibility study. 23 24 The Library expansion project is on the Legislative Capital Outlay request list this 25 year. At this time, they are asking for $633,000.00 for phase two. Mr. Ford Ballard 26 asked if there is any chance that the Library will be expanding and bridging into the 27 complex, City nail, being planned in the So-Lo area. Ms. Grumet explained that 28 there has been some minor discussion of that. Part of the Feasibility Study is 29 supposed to address a Children's wing, and a Library reading garden, and it may be 30 possible that as the City works the plans for the new City Hall, and the plans for the 31 Library expansion proceed, that perhaps there could be a place where a walled garden 32 could go from the Library to City Hall, or some kind of covered walk or hall to go 33 from one place to another. 34 35 36 V. Unfinished Business: 37 Vacant Seat District 1 38 The position is still vacant. Ms. Grumet spoke with Carol Gaines, who lives in 39 District 1, but she has had some fairly severe health problems and doesn't feel up to 40 participating in the Board yet. Board Members will discuss this problem with their 41 Councilors to see if action can be taken to fill this position. 42 43 Mr. Ballard asked about the status of the land sale. Ms. Grumet informed him that 44 the sale has transacted, but she has not seen the revenue show up in Banner. Ms. 45 Grumet stated that she does not know if the City has hired a Land Manager, she has 46 not received an announcement. The previously discussed issues such as, renting or 47 trade-off of Branigan Estate Land, will be discussed with the new Land Manager. 3 Library Advisory Board Regular Meeting Thursday, August 25, 2005 1 2 V1. New Business: L 3 Monthly Report Format—Comments W 4 Advisory Board members were pleased with the new format. They appreciated the 5 shorter format and the updated order of the report. 6 7 Ms. Leverett mentioned that her family is here from England and had inquired about 8 the computer use policy. They wanted to know if the Branigan Library has blocking 9 on the computers. Ms. Grumet informed her that there is no blocking at the Branigan 10 Library. Patrons have to sign a Library Agreement that they will follow the Library 11 Policy which includes no pornography. If the patron is caught on a pornographic site, 12 he/she will be asked to tum in his/her library card and will be asked to leave the 13 building. 14 15 VII. Announcements: Nothing to report. 16 17 VIII. Public Participation: Nothing to report. 18 IX. Adjournment 2:50 p.m. 19 20 LA 21 PRESIDENT 22 4 23 24 25 SECRETARY 26 27 28 29 30 31 4W 4 Library Advisory Board Regular Meeting Thursday, August 25, 2005