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06-23-2005 Pitu of 1 ac i'rueoc FFtrl [ lLlf lNt Fi4rtf AGENDA LIBRARY ADVISORY BOARD MEETING Thursday, June 23, 2005 Notice is hereby given that there will be a Thomas Branigan Memorial Library Advisory Board Meeting on Thursday, June 23, 2005, at 2:00 p.m. in the Boardroom. I. Call to Order 2. Review of May 26, 2005, minutes 3. Committee Report a. Friends of TBML 4. Library Director's Report a. Earlier openingplan b. Personnel updates c. Facility updates 5. Unfinished Business 6. New Business 7. Announcements 8. Public Participation 9. Adjournment 'The next scheduled meeting is Thursday, July 28, 2005, at 2:00 p.m. in the Library Boardroom. PUBLIC IS INVITED The Thomas Branigan Mercurial 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 528A008. I THOMAS BRANIGAN MEMORIAL LIBRARY L 2 ADVISORY BOARD MEETING �r 3 LAS CRUCES,NM 4 June 23,2005 5 I. Call to Order at 2:03 p.m. 6 7 Members Present: 8 Lockett Ford Ballard, Jr.,John Bloom, Terry D. Johnston, Mamie Leverett, and 9 Cynthia Murrell. 10 11 Other Attendees: 12 Catherine Christrnann, Senior Librarian, and Eva Anaya, Administrative 13 Secretary. 14 15 Absent: Steven W. Givens 16 17 IL APPROVAL OF June 21,2005, SPECIAL MEETING MINUTES. 18 Two corrections were needed to line 28, `loose"should be changed to `lose." 19 Line 34, "She" should be corrected to "she." Mamie Leverett moved to accept the 20 minutes as corrected, Terry D. Johnston seconded. Minutes were approved as 21 corrected. 22 23 APPROVAL OF MAY 26,2005,MINUTES 24 Mamie Leverett moved to approve the minutes of May 26, 2005. Motion seconded 25 by Terry D. Johnston. Motion carried. 26 27 III. COMMITTEE REPORT— Mamie Leverett Liaison to Friends of TBML. 28 a. Ms. Leverett reported that the Friends have finished thea work on the by-laws. 29 There will be a meeting sometime in July the Friends of the Library at large to 30 approve or disapprove the revised by-laws. The Friends added to the by-laws that 31 the Library Administrator and the Liaison of the Advisory Board are a part of the 32 Board but are nonvoting members. 33 34 Ms. Arlene Dohr is working on a new fundraising idea, but Ms. Leverett had to 35 leave the meeting before they reported on this project. 36 37 IV. LIBRARY DIRECTOR'S REPORT—Catherine Christmann, Senior Librarian, 38 covering for Library Director,Lori Grumet. 39 a. The City Council approved opening the Library earlier. They also approved 40 hiring three more part-time employees to make this possible. 41 b. Catherine is interviewing for the part-time Library Specialist I position today 42 and tomorrow. The other three part time positions will not be posted until July 43 1°. The applicants being interviewed for the current opening will be considered 44 for the three positions which will be posted in July. Rachel Masilamani, 45 InterLibrary Loan personnel has submitted her resignation. Her last day is 1 Library Advisory Board Regular Meeting Thursday,June 23, 2005 I tomorrow; she is moving to Pittsburg. John Stout, Library Specialist II in 2 Circulation, is returning to school at the University of North Texas. He is a 3 member of the Rio Grande Initiative, which is their scholarship grant program 4 for Librarianship. Mr. Stout has been moved into the Reference Office and will 5 take over Interlibrary Loans. On July I' the Library will be advertising for a 6 full-time Library Specialist II to replace Mr. Stout in the Circulation Department. 7 The Library will also be advertising for a Senior Librarian for Operations, and 8 will add to that, another Senior Librarian for Circulation, since this Monday the 9 person in this position resigned. At this time, Ms. Catherine Christmann is 10 covering both the Reference and Circulation Departments. 11 c. The new front doors have been ordered; the staff does not have a delivery date. 12 At this time the doors do not lock and a bicycle lock is used to keep them shut. 13 These are the same doors since the building was built and are constantly being 14 repaired. Lori met with Facilities to talk about repairing the roof. Facilities is 15 putting the project on their list, again. At this time, Facilities is considering 16 repairing the roof. The walls on the east side of the building, at Fiction and 17 Children's, are squishy and in serious need of repair. Also, there seems to be a 18 continuous problem with mold on the other side of the building. Another 19 employee in the Reference Office has submitted a doctor's certificate that she 20 could no longer work in the Reference Office. The person who is leaving, 21 Rachel, would have gotten one, but since she was leaving, she didn't bother. 22 Other employees aren't feeling well there, therefore, the staff is being moved 23 upstairs. Sandra, the person with the doctor's orders, was moved immediately to 24 the Study Room. Since the staff is moving into the Pearl Higgins room, the 4 25 room can no longer be used as a meeting room. Mr. Ballard asked how the 26 space in Reference will be utilized since it has this problem, which is bad for 27 people and bad for books. Ms. Christmaan explained that the donated books, 28 which take up space in Technical Services, will be moved to that area. The 29 books, which will be stored in that area, move quickly and the person who will 30 be working to sort these books will not be in the room for 8 hours a day. Risk 31 Management and Facilities will have another study done of the room. Ms. 32 Johnston recalled previous mold problems in the Library. City Council has 33 approved the Fountain Theater program and hiring the Architect firm for the 34 study of the edition for the building. 35 36 IV. Unfinished Business 37 a. Ms. Johnston asked when it is planned to open the Library earlier. Ms. 38 Christmann told her that the Library will open early as soon as the three part- 39 time Library Specialists are hired. It is planned to have the new employees 40 hired by late July or the first of August. It is planned to start opening the 41 Library at 9:00 and study how it works, and see whether or not more staff will 42 be needed to open earlier. There will be one person at the Circulation 43 Department, one person at Media, and one person at the computers. Reference 44 services will not be available until 10:00 a.m. It is believed that this will be 45 enough physical coverage to run the Library between 8 a.m. and 10:00 a.m. 46 47 Ms. Leverett asked if everyone had received the updated Library Policies. She 2 Library Advisory Board Regular Meeting Thursday, June 23, 2005 I Was advised that one policy has been completed and approved by the City 2 Attorney and was handed out at the last meeting, but there are some policies that 3 are still being updated and are waiting to be forwarded to the City Attorney for 4 approval and signature. 5 6 Ms. Johnston asked what the status is on the communication with the City 7 Manager regarding the vacant Advisory board position. Ms. Christmamt 8 advised her that she did not have any information on this matter. Some of the 9 members recalled receiving an e-mail from both Ms. Grumet and Mr. Moore, 10 City Manager, who stated he would take it under consideration and get back to 11 her(Ms. Grumet). 12 13 V. New Business: 14 Mr. Ballard suggested that Ms. Grumet look into the situation with the Fire 15 House, the City well, and the ball fields, which are all located on Branigan 16 Estate land. As he understands it, the Library receives no income from those 17 properties, and the City does charge the Library $2,000 to manage the 18 endowment. He feels that maybe a tradeoff could be possible. "We won't 19 charge you rent, if you don't charge us a management fee." Another possibility 20 is trading properties. 21 22 VI. Announcements: 23 The members discussed the new mailing sent out advertising the book club 24 currently being held at the Library. Ms. Leverett stated they are very clever and 6W 25 attractive cards. Mr. Mark Pendleton, Outreach Librarian, has been creating and 26 mailing out these cards. 27 28 VII. Public Participation: Nothing to report. 29 VIII. Adjournment 2:35 p.m. 30 {, 31 ! L 32 SECRET Y 33 34 35 36 37 38 39 40 4W 3 Library Advisory Board Regular Meeting Thursday,June 23, 2005