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07-28-2005 JAW City of las Cruces PEOPLE II E IP 106 Pt0 PEE ` AGENDA LIBRARY ADVISORY BOARD MEETING Thursday, July 28, 2005 Notice is hereby given that there will be a Thomas Brimigan Memorial Library Advisory Board Meeting on Thursday, July 28, 2005,at 2:00 p.m. in the Boardroom. 1. Call to Order 2. Review of June 23, 2005, minutes 3. Committee Report a. Friends of TBML 4. Library Director's Report 5. Unfinished Business 6. New Business 7. Announcements 8. Public Participation 9. Adjournment *The next scheduled meeting is Thursday, August 25, 2005, at 2:00 p.m. in the Library Boardroom PUBLIC IS INVITED The 'rhamas Branigan Memorial Library of the City of Las Cruces will make every effort to provide reasonable accommodations fm people with disabilities who wish to attend a public meeting Please notify the Library at least 24 hours before the meeting at tcicphone number 5284000 or TTY 5284008. I THOMAS BRANIGAN MEMORIAL LIBRARY 2 ADVISORY BOARD MEETING 3 LAS CRUCES, NM 4 July 28,2005 5 L Ca0 to Order at 2:01 p.m. 6 7 Members Present: 8 Lockett Ford Ballard, Jr., Steven W. Givens, Mamie Leverett, and 9 Cynthia Murrell. 10 11 Other Attendees: 12 Lori Grumet, Library Administrator, and Eva Anaya, Administrative Secretary. 13 14 Absent: John Bloom and Terry D. Johnston 15 16 11. APPROVAL OF JUNE 23,2005,MINUTES 17 Three corrections were noted in the Minutes of June 23, 2005. Page 1, line 29, 18 January was corrected to read July. On page 2, line 25, Ms. Ballard was corrected to 19 read Mr. Ballard. On line 47 Ms. Leverrett was corrected to read Ms. Leverett. 20 Lockett Ford Ballard, Jr. moved to accept the minutes as corrected, Marnie Leverett 21 seconded. The minutes were approved as corrected. 22 Ct 23 DI. COMMITTEE REPORT—Mamie Leverett Liaison to Friends of TBML. 6W 24 Ms. Leverett reported that the Friends are holding their public meeting tonight. All 25 the members are encouraged to attend and listen to the presentation of the revised by- 26 laws and constitution. Afterwards, the friends will vote on the revisions. Ms. 27 Leverett feels that they did a well studied job of the project. She did not recall any 28 drastic changes. They did include some wording about the Library Administrator 29 being a member of the board and changed the wording so that the Library 30 Administrator and Mamie Leverett are liaisons and no longer members of the 31 Friends' Board. 32 33 IV. LIBRARY DIRECTOR'S REPORT—Lori Grumet. 34 An updated staff list with job positions was passed out to the Board members. The 35 three latest approved policies were also passed out to the members. One of the things 36 that will become a part of the Perfomumce Evaluations this year, for most employees, 37 will be to sit down and produce a desk guide for their functions. It was asked if this 38 will be like a job description. Ms. Gmmet stated that it will be a detailed list of the 39 things each employee does and how they do them It will be like writing a procedures 40 manual from the bottom up. Each employee will be required to describe their 41 essential job functions performed. At the end of the year, there will be a rough 42 procedures manual that will cover the library jobs. Mr. Don Dresp wrote one, but 43 when the Library became automated, a large part of what he wrote was superseded 44 and has not been updated since. v 45 1 Library Advisory Board Regular Meeting Thursday, July 28, 2005 I Ms. Laura Gonzales is no longer with the Library. Staff is in the process of hiring the 2 three part-time Library Specialist 11 positions in order to open the Library early. A 3 schedule has been shared with City Council. The plan is to get the employees 4 onboard and get them trained sometime in the beginning of August. The second 5 week of August, Jacki Fisher will be going to Innovative Systems training and will be 6 gone for a week. The fast week in August and the last two weeks in August, she will 7 have reconfigured every machine in this house to accommodate the earlier hours 8 because things are synchronize to tum on at a certain time. The plan, provided that all 9 the personnel pieces go without a hitch, is to open the doors at 9:00 a.m. on the 6th of 10 September. The Library will then operate with the new hours: 9:00 to 9:00 Monday 11 through Thursday, 9:00 to 6:00 Friday, 10:00 to 6:00 Saturday, and 1:00 to 5:00 12 Sunday, for the months of September and October. Provided all the kinks are 13 worked out, the Library will open at 8 o'clock on the 31°of October. It was felt that 14 time was needed to schedule personnel and adequately train the new staff. The staff 15 has been briefed on that and the new policies. 16 17 On August 30ih, Catherine Christmann, James Veatch, and Ms. Gr unet will be 18 traveling to Roswell NM to attend the New Mexico Municipal League Conference. 19 Ms. Grunter is designated to be the President Elect for the Librarian subsection of the 20 New Mexico Municipal League. There are a number of big issues coming up. The 21 State Library Commission will be meeting at the same time. They will be discussing 22 state per capita funding and allocation of services such as bookmobile services 23 throughout the state. 24 25 Ms. Grumet met with the City Facilities Project Manager for Large Projects, Mr. Eric 26 Martin. They discussed the Library roof. She understands that the bid to repair the 27 roof, not replace, will be going out any time now. They discussed the expansion of 28 the Library and the water problems in the building and how they might be addressed. 29 The very first thing that will happen is that Facilities work crew will start drilling into 30 the walls in the Reference Office to pinpoint what damage is in that area. Also, air 31 quality testing will be done in that area to try and address some of the long standing 32 problems. Once they know what the problem is, then they can try to plan to fix them. 33 Some of the discussion revolved around actually building usable space on the Campo 34 Terrace, which has been talked about for many years. Ms. Grumet believes changes 35 will be seen in the future. 36 37 Ms. Grumet will be making a trip in September with Michael Johnson, Public 38 Services Director, and Shelly Modell, Senior Programs Administrator, to visit a 39 multi-generational facility in Albuquerque. The City of Las Cruces is looking into 40 building such a facility on the East Mesa. This multi-generational facility needs to 41 serve more than just the seniors; it needs to serve the kids and the in-betweens. 42 Library services are generally a part of that, also recreation and senior programs. 43 They plan to come back with many ideas. 44 45 It was asked why the power keeps going out at the Library. Ms. Grumet reported that 46 she does not know. Any answer on her part would be speculation. The Library was 47 closed for two hours and twenty minutes yesterday (July 27".) The staff handled the 2 Library Advisory Board Regular Meeting Thursday, July 28, 2005 1 situation very well. The public was not upset with the inconvenience. One of the 2 Library employees stationed himself right at the door and started searching 4iW 3 backpacks. He actually recovered a number of items that were not checked out. His 4 supervisor commended him for his fine work today. 5 6 The Summer Reading program is winding up. The Bookmobile is still running their 7 Summer Reading program. There is a new Books Letter, the August Book Notes 8 from the Library on the web. It is all about Chile, Chile Cookbooks. 9 10 Mr. Ballard asked if Ms. Grumet was pleased with the Amnesty results. Ms. Grumet 11 stated she was pleased that some long-overdue-things had come back, but sad that the 12 Library has to go to such tricks in order to recover the books. She stated that since 13 the new policy has been in place, and since the City Ordinance that put the new fines 14 in place was cited, she has not had to argue with one person. 15 16 V. Unfinished Business: 17 Mr. Ford Ballard asked for the status of his suggestion regarding renting or trade-off 18 of Branigan Estate Land. Ms. Grumet informed him that nothing has been discussed 19 at this time. Currently, Council is working on selling the land on Valley Drive,which 20 was formerly the Airplane Club land. Mr. Ford Ballard suggested exploring the 21 commercial rates in the area of the Branigan Estate land. He would also like to find 22 out about a Municipal discount. Ms. Grumet explained that the City does not have a 23 Land Manager, but she will try to work with some of the other City employees to see 24 what she can find out. 25 C + 26 Mr. Ballard wanted to know if the increase in Library hours is going to be cost 27 effective. Ms. Grumet will be monitoring the gate count during the extra hours the 28 Library will be open. This should show if the extra hours will be cost effective or 29 not. Mr. Ballard suggested having the findings added to Ms. Grumet's monthly 30 report. She stated that employees are trying to maintain an open mind regarding the 31 earlier hours. 32 33 VI. New Business: 34 Mr. Ford Ballard noted a significant increase in books processed on Ms. Grumet's 35 Monthly report, he asked if the Library's long-term plan is up-to-date with these 36 increases. Ms. Grumet explained that the increase in books results from two things: 37 1. The Library is doing all the processing for the Sunland park Library. 2. Results 38 from the General Obligation Bond, Ms. Grumet has been advised that the Library will 39 receive $319,917 from the GO Bond approved in January. This money is primarily 40 used for the collection. Mr. Ballard noted one statistic which has declined is 41 rebinding. Ms. Grumet explained that Staff is weeding the collection instead of 42 repairing. At times, it is cheaper to replace than to repair. 43 44 Mr. Ballard asked if the City has ever considered hiring a professional fund raiser for 45 units like the Museum. Library, and others departments dependent on public support. 46 Ms. Grumet answered that she has never heard of such a plan. She stated that the 47 City is involved with Grants and has hired a Grant writer. Ms. Grumet agreed that �y 3 Library Advisory Board Regular Meeting Thursday,July 28, 2005 I hiring a professional fund raiser is a good idea. She suggested the Board Members 2 speak with their Councilors if they are truly interested in the idea. 3 4 VII. Announcements: Nothing to report. 5 6 VIII. Public Participation: Nothing to report. 7 IX. Adjournment 3:00 p.m. 8 9 Yg_ lU. 4(7r 10 SECRIARY 11 12 13 14 15 16 17 18 (� 19 20 V 4 Library Advisory Board Regular Meeting Thursday, July 28, 2005