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07-22-2002 L. 4V AGENDA LIBRARY ADVISORY BOARD MEETING MONDAY,JULY 22, 2002 Notice is hereby given that there will be a Thomas Branigan Memorial Library Advisory Board Meeting on Monday, July 22, 2002, at 2:00 p.m. in the Boardroom. The Agenda is as follows: 1. Call to Order 2. Review of June 17, 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, September 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 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. 4 I THOMAS BRANIGAN MEMORIAL LIBRARY 2 ADVISORY BOARD MEETING 3 LAS CRUCES,NEW MEXICO 4 July 22,2002 5 6 The July 22, 2002, Thomas Bramgan Memorial Library Advisory Board meeting 7 was called to order at 2.10 p.m. Roll call was answered by Jame Matson, Dorris 8 Hamilton, Roy Fister, and Marnie Leverett. Also present was Library Administrator Lori 9 Grumet. 10 Absent: Steven Givens 11 APPROVAL OF June 17,2002,MINUTES 12 It was noted that on page two the first line was missing from the minutes. After 13 reprinting the original copy, the minutes were approved as presented. 14 COMMITTEE REPORT 15 Friends of the TBML 16 The Friends of the Library met on June 19, 2002. The main topic of discussion 17 was preparation for opening the bookstore in September They also authorized a $600 00 18 purchase for additional merchandise to sell at the bookstore. They will be selling reading 19 lamps, note cubes, coffee mugs, and bookmarks. It is anticipated that the bookstore will 20 open on September 3, 2002. They also authorized a $500 00 donation to the Political 21 Action Committee for the General Obligation Bond. The Friends will not meet this 22 month but will continue their meetings in September 23 1 LIBRARY DIRECTOR'S REPORT 2 Ms. Grumet informed the members of the Advisory Board that there were two 3 water problems in the Library this month. The air conditioning system in the mechanical 4 room on Campo Street froze up and flooded the mechanical room and the storage room 5 located above the Media Department. A week later, after the heavy rain, there was a leak 6 in the bookstore that caused heavy damage to the west wall. Xavier Paz, Building 7 Maintenance Leader, repaired the wall but the real problem has not been corrected. The 8 Library is hoping to receive funds from the Capital Budget to replace the roof. 9 The Library Staff will be manning a table at the Senior Olympics Health Expo on 10 August 7, 2002. A computer will be available to issue library cards on site. A selection 11 of health and sports related books will be available for check out. Imprinted sports 12 bottles have been purchased to pass out to the visitors at the library table. 13 The Summer Books Club was a huge success this year. Over 1,000 children 14 signed up for the Summer Reading Program, and over 300 teenagers signed up for the 15 Young Adults program. 16 Ms. Grumet attended the New Mexico Library Foundation Board meeting. Ms. 17 Grumet was introduced to Former Governor Cargo, the chair of the Political Action 18 Committee for the GO Bonds. His assistance was requested in selecting a spokesman in 19 this area for GO Bond "C" as library employees may not lobby for this bill. Ms. Grumet 20 also attended the New Mexico Library Association Board for which she is the Co-chair of 21 the Legislative & Intellectual Freedom Committee. Discussions included the mini 22 conference to be held in Ruidoso on November 1'. the budget, and preparations for the 23 Albuquerque Conference next April. 1 The Thomas Branigan Memorial Library received State Aid to Public Libraries 2 notification from the State Library. Branigan was awarded $2,776.00 for collections, 3 $1,600.00 for a Branch Grant, which covers Bookmobile supplies, $1,000.00 for 4 continuing education, and $6,000.00 for the Cooperative Outreach Grant. The $6,000.00 5 will be used to purchase materials to be placed at Sunland Park. Per Capita this year was 6 $199.55,this total is much less than it has been in the past. 7 Ms. Grumet mentioned that the City Manager noted a discrepancy in the May 23, 8 2002, minutes. On page 2, lines 15 through 17, Ms. Grumet discussed two Committees. 9 One is the Political Action Committee,which will work on promoting the GO Bond. The 10 second committee is the Public Library Advisory Committee, on which Ms. Grumet will 11 serve. The way the sentences were written, it sounded like Ms. Grumet is on the 12 committee to promote the GO Bond. Ms. Grumet explained that she is not a member and 13 is not involved with the activities of the Political Action Committee. 14 Mr. Fister gave a GO Bond presentation before a group at the Dona Ana 15 Community College. 16 UNFINISHED BUSINESS 17 Ms. Grumet has not received an update on the subdivision of the Branigan Estate 18 Land. 19 NEW BUSINESS 20 Councilor Trowbridge has appointed Ms. Terry D. Johnston to fill the Advisory 21 Board position from his district. She will be present at the next Advisory Board meeting. 22 The only vacant position left is from Mr. Frietze's district. 1 Ms. Grumet announced to the Board that she has been asked by the director of 2 Public Services, to look into Council Action to adopt use fees for meeting rooms in 3 cooperation with the Museums System Administrator, and Senior Programs 4 Administrator. Since Recreation already has Council adopted fees in place, 5 recommended fees should have some similarity to those being charged through 6 Recreation. It is planned to bring this issue before the Council in October. An example 7 of fees already in place at Mesilla Park, Henry Benavides, and East Mesa Center area: 8 $30.00 per hour for a multipurpose room or auditorium, which is equivalent to the Dresp 9 room; $20.00 per hour for a class room; $10.00 per hour for any additional room 10 associated with the multipurpose room Club Fusion rents for $47.00 an hour for up to 11 150 people. A Park Permit is $30.00 per day for one area or $125.00 for the whole Park. 12 Cost recovery is 85% of the direct cost for certain programs and 100% from adult 13 recreation classes and adult athletics. Sharon Bode-Hampton, Shelley Modell, and Lori 14 Grumet are working on identifying who uses the rooms, how long, how frequently, and 15 what fees are charged by the different departments. Many issues need to be addressed at 16 this time. Ms. Grumet is currently contacting other Libraries for input on this issue. Ms. 17 Hamilton feels that non-profit groups should not be charged for the use of a meeting 18 room. Mr. Fister feels that there should be an equipment use fee and maybe a clean up 19 fee. Board members requested a list of public groups that use the meeting rooms, how 20 often they use the room, and for what occasions. A focus group will be established to 21 gather feedback from the different groups that use the library meeting rooms before any 22 decision is made. Members also discussed charging for profit groups or groups charging 23 admission to a meeting. A suggestion made by members was to charge a fee to groups I that meet before and after Library hours. Commission on sales from exhibits was also 2 discussed. It is planned to bring the commission on sales up to the same level as other 3 Departments in Public Services. 4 ANNOUNCEMENTS 5 Ms. Matson brought up two issues she feels the Board needs to think about and 6 possibly resolve in the near future: 1) The purchase of land currently under lease by the 7 City of Las Cruces. 2) Constructing a means to collect overdue fines, which totaled over 8 $100,000.00 last year. 9 PUBLIC PARTICIPATION Nothing to Report 10 ADJOURNMENT 11 With no further discussion, the meeting adjourned at 3:32 p.m. The next 12 Branigan Library Advisory Board meeting is set for September 23, 2002 at 2:00 13 p.m. in the Library Boardroom. 14 15