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11-25-2002 AGENDA LIBRARY ADVISORY BOARD MEETING MONDAY, NOVEMBER 25, 2002 Notice is hereby given that there will be a Thomas Branigan Memorial Library Advisory Board Meeting on Monday,November 25, 2002, at 2:00 p.m. in the Boardroom The Agenda is as follows: 1. Call to Order 2. Review of October 28, 2002, 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 Monday, December 23,2002,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 accanmodations 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 2 ADVISORY BOARD MEETING 3 LAS CRUCES, NEW MEXICO 4 November 25, 2002 5 6 The November 25, 2002, Thomas Branigan Memorial Library Advisory Board 7 meeting was called to order at 2:05 p.m. Roll call was answered by: Janie Matson, Dorris 8 Hamilton, Steven Givens, and Mamie Leverett. Also present was Library Administrator 9 Lori Grumet. 10 APPROVAL OF OCTOBER 2002,MINUTES 11 An error was noted on page four, line 11; "$100,00.00" was corrected to read 12 "$100,000.00." The minutes were approved as corrected. 13 COMMITTEE REPORT 14 Friends of the TBML 15 Ms. Grumet reported the Friends appointed Louise Forshaw to the interim vice- 16 president position. The Friends have rescheduled their Annual Meeting from January 17 22"d to January 29th due to a Victim Impact Panel which was scheduled on the 22nd. The 18 bookstore has reached its $20,000.00 goal for this year. They have also made $200.00 19 from the sale of terracotta ornaments, which were left over from the NMLA annual 20 meeting. The Friends discussed their purchase of poinsettias, which they present to the 21 Library Staff each holiday. It was suggested that they might buy something more 22 permanent this year. They directed Ms. Grumet to appoint a couple of employees to shop 23 for furniture to be placed in the Staff Lounge. They also discussed insurance issues for I the Friends. They decided they do not have a need for liability insurance at this time. 2 The question of whether they were covered by the City while operating the bookstore 3 came up. Ms. Grumet informed them that they are not covered by the City. They 4 introduced their new Membership Brochure, which has been printed in a more pleasing 5 and up-to-date format. 6 LIBRARY DIRECTOR'S REPORT 7 Ms. Grumet presented her October Monthly Report to the Board. Ms. Leverett 8 asked why the "Items Repaired" count went down so drastically. Ms. Grumet informed 9 her that procedures for counting the repairs were changed. Instead of counting every 10 repair made to every book, which could be several, they are now counting the number of 11 books repaired. Also the "Reference Questions Answered" increased from less than 12 2,000 to over 6,000. It seems that in the previous months the stats were gathered from 13 Mr. Pendleton's report, but the stats this month were taken from the Monthly Stats report, 14 which has all the reference questions from all the Library Departments. Ms. Leverett also 15 inquired about the Cooperative Grant Proposal for the State Library. Ms. Grumet 16 explained that they are proposing to have the State Library fund the Hatch Public Library 17 to enable them to place their records in the Branigan Library database. At this point, the 18 Hatch Library is still using the old card system, and because of the economics in their 19 community, they are not likely to receive the funds necessary to automate their library. 20 This grant could enable them to take advantage of the Branigan Library's system. It is 21 hoped to eventually have the Hatch and Anthony Libraries automated, similar to the way 22 the Sunland Park Community Library has been handled. Ms. Leverett was also curious 23 about the transferring of books to the Navajo Nation Library in Albuquerque. Ms. Ar 1 Grumet informed her that Ms. Jean Whitehorse, who works for the State Library in the 2 Navajo Nation, is trying to set up an outreach branch for each Chapter House. Ms. 3 Whitehorse is in need of good materials for their Council Libraries to replace the 4 outdated materials they now have. Ms. Rita Sue Medina, Hatch Librarian, had a storage 5 shed full of books which she did not need for her collection. Ms. Grumet volunteered to 6 deliver these books to Ms. Whitehorse in Albuquerque in conjunction with a scheduled 7 meeting she had to attend. Ms. Whitehorse and her son met with Ms. Grumet in 8 Albuquerque to pick up the books, those books that could not be delivered by Ms. 9 Whitehorse were left at the North Valley Branch in Albuquerque where they will be 10 picked up at a later date. 11 Ms. Leverett noted that Ms. Grumet's report stated the need for more help in the 12 Media Department. Ms. Grumet explained that at this point the Media Department has 13 one full-time Media Technician and one full-time Media Clerk. Which is a total of 80 14 hours in staff to cover 64 hours of services: however, the Media Technician also has to 15 carryout many of the collection maintenance tasks. This time cannot be utilized in 16 helping the public, also evenings, weekends, days off, etc., can not always be covered. 17 There is no extra staff to cover, and at times, the Media Department goes unmanned. 18 Ms. Grumet will ask for another clerk in next years budget. 19 The Information Services Librarian position has been offered and accepted. The 20 paperwork is in process. When the Librarian starts, Mark Pendleton will be free to 21 devote more time to his Outreach programs. 22 The results of the Munson Seniors' Survey were presented to the Board. This 23 survey will help Ms. Grumet and Mr. Pendleton to better serve the Munson Center r I patrons. It is expected that in January and February the Munson Center will be closing 2 their Library to allow Ms. Grumet and Mr. Pendleton to prepare books for check out. 3 The new 3-M equipment has been received and should be installed in December. 4 This equipment consists of a self-check station and two workstations for the Circulation 5 Department. This equipment must be installed by a 3-M Technician. 6 Mark Pendleton is working on a Cooperative and Outreach Grant with the State 7 Library. This grant will be finished and submitted by the end of the month. Ms. Grumet 8 has been working on the ICMA Performance Measures. In the past, the City's 9 performance budgeting was not particularly effective as it was not tied to real budget 10 dollars, and did not have consistent standard measures. The City has contracted with 11 ICMA, which is the International City/County Management Association. Employees are 12 now compiling the information to forward to ICMA by December 1, 2002. This 13 information will be available electronically and should be a very good management tool. 14 The City has denied permission to close the Library at 12:00 p.m. on Christmas 15 and New Year's Eve. If Staff plans to leave early, they must use Annual Leave. The 16 Library will be open to 6:00 p.m. on Christmas Eve and New Year's Eve. 17 UNFINISHED BUSINESS 18 The Board sent a registered letter to Anna Worthman advising her of her banning 19 for one year from the Branigan Library. Also, letters of commendation were sent to 20 Marjorie Day and Ivan Taylor. Ms. Hamilton suggested having a party for the volunteers 21 to thank them for their work, but Ms. Leverett informed her that the Friends of the 22 Library have a parry once a year for all the Volunteers. 23 1 NEW BUSINESS 2 Mr. Roy Fister has entered his resignation from the Advisory Board. He has 3 named a replacement and has forwarded this information to Councilor Strain. 4 ANNOUNCEMENTS 5 Ms. Grumet presented Ms. Matson with a going away gift from the Board. Board 6 members expressed their regrets at losing Ms. Matson from the Board and wished her 7 good luck. S PUBLIC PARTICIPATION Nothing to Report 9 ADJOURNMENT 10 With no further discussion, the meeting adjourned at 2:55 p.m. The next 11 Branigan Library Advisory Board meeting is set for December 16, 2002, at 2:00 12 p.m. in the Library Boardroom. 13 14