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02-26-2001 AGENDA LIBRARY ADVISORY BOARD MEETING MONDAY, February 26, 2001 Notice is hereby given that there will be a Thomas Branigan Memorial Library Advisory Board Meeting on Monday, February 26, 2001 at 2:00 p.m. in the Library Board Room. The agenda is as follows: 1. Call to Order 2. Review of January 29, 2001, minutes 3. Officer Reports 4. Committee Report AW a. Friends of TBML - Melody Burns 5. Library Director's Report 6. Unfinished Business a. Recommendations to fill Board Vacancy 7. New Business 8. Announcements 9. Public Participation 10. Adjournment 11. Tour of New TBML Reading Room * The next scheduled meeting is Monday, March 26, 2001 at 2:00 p.m. in the Library Board Room. 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. a 1 2 THOMAS BRANIGAN MEMORIAL LIBRARY 3 ADVISORY BOARD MEETING 4 LAS CRUCES,NEW MEXICO 5 February 26,2001 6 The February 26, 2001, Thomas Branigan Memorial Library Advisory Board 7 meeting was called to order at 2 00 p m. Roll call was answered by Janie Matson, Dorris 8 Hamilton, Roy Fister, Melody Burns and Paul Comeau. Also present were Interim 9 Library Director Lori Grumet, and Administrative Secretary Eva Anaya. 10 Absent: Steven Givens. 11 APPROVAL OF January 29, 2001,MINUTES 12 The following changes were made to the minutes of January 29, 2001 On page 3, 13 line 2, the minutes were revised to read, "After much discussion, it was decided that 14 Dorris Hamilton will contact Ms. Aguilar inquiring about her interest in becoming a Board 15 Member" The minutes of January 29, 2001, were approved as corrected. 16 OFFICER REPORTS Nothing to report. 17 COMMITTEE REPORTS 18 Friends of the TBML 19 Ms. Burns reminded the Board Members that March 17, 2001, is the deadline to 20 submit information to be published in the Friends of the Library newsletter for April 2001, 21 and should be submitted to Lorraine Southward. The Friends of the Library have 22 approved the request for a microfilm cabinet in the amount of$1,475 71 Also, a request I has been presented to the Friends for $4,800 00 to cover the costs for the Summer 2 Reading Program and this item was tabled until the Friends' next meeting. 3 LIBRARY DIRECTOR'S REPORT 4 Board members received the Director's monthly report and the January STATS 5 Ms. Grumet advised the Board Members that she has received a letter from Marcy 6 Driggers, the Assistant City Attorney, in which she states that she has contacted Mrs. 7 Patricia Dupree's attorney regarding her signature on the Quiet Title Suit. If Mrs. Dupree 8 signs, the Quiet Title Suit should proceed quite rapidly If she does not sign or does not 9 return the completed documents, which were sent to her attorney, the City will publish 10 against her in the newspapers in California and in New Mexico Ms. Grumet informed the 11 Members that in January the City Council tabled receiving payment from the County for 12 the Infomobile. The County was to pay the City $53,000 00 for half the share of 13 purchasing the Infomobile. But according to the contract, the County is also entitled to 14 half the use of the bus regardless of the amount of operation and maintenance support 15 contracted for the year The contract has been rewritten to the extent that the County will 16 receive approximately 53% ownership of the vehicle, which is the financial percentage of 17 the amount they are willing to pay, and the City will dedicate up to 50% of the use of the 18 Infomobile to serve the County residents for the useful life of the vehicle. Also in the 19 contract, on paragraph 7, it states that the County will receive yearly Infomobile services 20 equal to the level of operation and maintenance costs for which it is able to pay up to 50% 21 of the costs. Mr Fister asked how much of the Infomobile's activities and services are 22 devoted to the County at this time. Ms. Grumet informed the members that, at this time, 23 the schedule is a little more heavily weighted on the County side because of the distances 1 to the overall numbers. This in turn adds to the Bramgan's per capita payments from the 2 State. Sunland Park will eventually be available to pick up those patrons, but it takes a 3 library five years to become eligible for state aid. For the next five years the Thomas 4 Branigan Memorial Library will receive the benefit of the money based on the head count. 5 Currently, the Library is jointly operated. The City of Sunland Park pays for the physical 6 plant, Branigan Library provides for the library materials, and the Dona Ana Community 7 College has a Title Five Grant which is in play for five years and is funding the personnel 8 and computer equipment. This kind of project has never been attempted in the state 9 before. There are three governmental bodies cooperating with one another to try to build to something on a shoestring budget. 11 In addition, Ms. Grumet presented the Board with a memo from the City Manager 12 concerning the inappropriate use of the Internet by City employees which has resulted in 13 the establishment of an online monitoring system to review all activities conducted over 14 the City's Network. 15 UNFINISHED BUSINESS 16 Recommendations to fill Board Vacancies 17 Ms. Dorris Hamilton reported that she has tried on numerous occasions to contact 18 Ms. Aguilar regarding her interest in becoming a Board Member but has had no contact 19 with her as yet. It was decided that Ms. Matson will contact Councilman Trowbridge for 20 suggestions to fill the Board vacancy 21 Memo to City Council 22 Mr Comeau asked of there had been any reaction to the memo sent to the City 23 Councilmen and Mayor Ruben Smrth regarding the vacant positions in the Library Ms. I and several stops being added to the schedule. Santa Theresa, Chaparral, La Union, La 2 Mesa, Dona Ana, Shorty's on highway 70, Organ, and Cesar Chavez Elementary School, 3 are a few of the County stops. This year the County's half of the operation costs are 4 projected to be about $54,000 for the year The County has already agreed to pay 5 $38,000, which is less than their costs. The Council is concerned that since the County is 6 not paying for exactly 50% of the annual expenses, that they do not receive more service 7 than they actually pay for When the contract is rewritten, we will receive a 53%payment 8 for the cost of the bus. At the present time, there are no County offices responsible for 9 the operation of the Infomobile. Due to the Library being short staffed, there are currently 10 two Reference Librarians assisting with covering the Infomobile routes. The opening for a 11 new Infomobile Librarian is currently being advertised and will close on March 5, 2000, 12 and hopefully that slot can be filled and the Reference staff can return to the Reference 13 Desk. Ms. Grumet feels it is in the Library's best interest to provide service to the 14 County, it is important at this time, to provide educational, vocational materials, and 15 reading for children, making it more likely that people in the County will come into the 16 City and contribute with their jobs, purchasing, and use of the City facilities which will 17 promote gross receipts within the City Also, it is a moral imperative to provide library 18 services to the disenfranchised. Sunland Park is currently being partially supported out of 19 the Thomas Branigan Memorial Library budget as part of the memorandum of 20 understanding. The City has agreed to support this grass roots joint-use library operation. 21 The Library has been sending them donated books that have been processed and added to 22 the Library's catalog. Sunland Park uses Branigan's circulation system, and in turn 23 Bramgan picks up their overall statistics, they issue Bramgan's library cards, and this adds I Matson commented that she had not received a reply from the Councilmen nor the Mayor 2 It was moved and seconded to get in touch with the City Council for a response to the 3 memo of January 22, 2001 4 Quiet Title Suit Mentioned in Library Director's Report 5 Comprehensive Plan None to Report. 6 NEW BUSINESS 7 Ms. Grumet informed the Board Members that last Friday she was at the State 8 Library working on a new committee that will be organizing a Union List of Holdings 9 which is not currently effective in New Mexico The committee shifted their idea towards 10 a global cover for all catalogs, a one stop shopping for anybody in the state to find 11 anything they needed which is in the state. It would include all the academics, all the 12 major publics, and will eventually include the minor publics as well as the schools. The 13 group will meet again in March, 2001 The optimal vision is to have something ready to 14 present to the Legislature sometime in September to get this project funded at the state 15 level. 16 ANNOUNCEMENTS 17 The Friends of the Library will hold a book sale on Saturday, March 10, 2000, 18 from 10 00 a.m. to 4.30 p.m. The Friends are conducting a new fund raising contest, 19 "How Far Will You Go To Support Your Library" 20 PUBLIC PARTICIPATION None to report. 21 ADJOURNMENT 22 The meeting adjourned at 3.00 p.m. Monday, February 26, 2001 The next Branigan 23 Library Advisory Board meeting is set for March 26,2001,at 2:00 p.m. in the Board Room.