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HomeMy WebLinkAbout1997-03-11 PLB MINUTESEnglewood Public Library 3400 S. Elati St ., Englewood, CO 80110 (303) 762-2560 Call To Order/Roll Call Minutes Englewood Public Library Board March 11 , 1997 The regular meeting of t he Englewood Public Library Board was called to order by Chairperson , Mary Dounay at 7:04.m. PRESENT: M. Dounay , R. Greiner, M. Giffin , A . Leonard, S . O'Leary , S. Smithers , S . Ostema , B. Williams , Summer Witt , M. Heberling , and Council Member Alex Haben icht. REGRETS: Marge Schwindt. ALSO PRESENT: City Attorney , Dan Brotzman ; Outreach Services Librarian, Mary Lou Tatum ; Hank Long , Library Director, and Joan Clayton , Recording Secretary. Scheduled Visitors Mr. Long introduced City Attorney , Dan Brotzman. Mr. Brotzman explained that he was present to discuss the Fair Campaign Pract ices Act which went into effect January 1, 1997 and how it could affect the Library Board as well as the role of the Public Library Board. Mr. Brotzman began with the Fair Campaign Practices Act and how it affects Board and Comm issions. The biggest change in the Act is monet ary , with reg a rd to how much money can be spent on an issue. Library Board Memb ers, as before , can go out into the community and talk about issues. Once a government (e.g. the City of Englewood) takes a position , then there is a monetary limit on how much money can be expended on an issue . Once City Council has the position on the Agenda , then staff is limited to expenses surrounding that issue . Board Members may discuss the issue , salaried staff can talk about issues but hourly staff can not discuss these issues on City time. Employees who are also residents may speak out BUT the general public will not recognize this as personal opinion as opposed to City stanc e . The example of a bond is s ue for a new library was used . Either Mr. Long as Director or a Board Member could address the Lion's Club luncheon to page 2 drum up support for the new library. Handouts become a problem. Tabor issues must include positions, both pro and con. Library Board funds may be used to publish handouts and distribute same as long as the expense does not exceed $50. This expense should include staff time to prepare, research and make copies of all materials. The $50 is a limit on a per issue basis. A staff member could take a stand on an issue and provide literature at their own expense, or the Friends of the Library or the Save the Bookmobile Committee could provide funds for literature expenses. The use of the public meeting rooms as a forum is allowed as they are free and open to the public . It is most important to separate the City and all City funds when providing informational material. It is always acceptable for the Public Library Board to make position statements. This leads into the next topic , the role of the Public Library Board. Mr. Brotzman stated that the Library Board is advisory in nature, with no final decisions made by the Board. The Board's role is to form ideas and policies and recommend them to City Council, who makes final decisions. By Englewood Charter and Englewood Municipal Code, the role of the Board is to work with the City Manager through City Staff , (in this case Mr. Long,) to make recommendations to City Council. In the case of the budget, Mr. Long prepares the annual budget. In turn he brings it to the Board for recommendations and comments. It then goes to the City Manager who works with Mr. Long ff changes need to be made, reflective of the City's operating budget and the Library's part in the whole. After this it is taken to City Council by the City Manager as not just the Library Budget but as an entire city budget. Council does not examine each department's budget line by line but uses more of the big picture approach. Comments were then made by several Board members concerning either their own view of the Board's role or their interpretation of the City' s Charter. Ms. Dounay read from the Charter the section which seemed to define the role of the Board. She noted with this definition in mind, City Council, not the Board makes final Budget decisions. It was asked by Ms. Ostema when the budget is taken to the City Manager by Mr. Long, when is the Board informed of items to be discussed, prior to going to the City Manager or after? It was stated that the Board would recommend to Mr. Long when he brought his proposed budget to them prior to going to the City Manager. A discussion ensued. Ordinances were quoted, sections of the code and once again the City's Charter. One comment was to the effect that the Board is to report the condition of the Library on a yearly basis. Mr. Brotzman said that this was done to City Council through the City Manager. Much discussion evolved surrounding what constitutes "The Budget "and exactly what is the budget responsibility of the Library Board. It was stated that the Capital Budget is the umbrella for all of the city's capital expenses. Then there is a Library budget which is for the operating expenses of the Library. Then there is the Library Board Budget which is designated for the use of the Library Board. Ms. Dounay said she felt that this last budget is the one that the Board should be most concerned with. It was further explained, in many forms and by several individuals, that the Capital Budget is a form of a "Wish List" prepared within the entire city, by all departments and is prepared with regard to what is needed and wanted in each area . This would include furnishings in the page 3 Library or equipment, NOT items used in the day to day operation of the Library's business. Ms. Ostema said she had talked to the State Library regarding Library Boards. As an example she said when Doug Clark had come to the Library Board and said there could be a new Library in the future, she felt that more than Mr. Long should make the decision of how the Library should look. That a new Library should not just be what he wants. All present , including Mr. Long, agreed that this would not be the case . That planning would be done beyond just the staff level. Ms. Ostema stated that according to her conversations with the State Library , there is a gap between the role of a Board Member in a capacity of Advisory as opposed to the role of the Board in a capacity of Decision maker. Several members present noted that there is a difference between Board Trustees and Board Members. In a Library District, such as Arapahoe , the district has the ability to tax and the Trustees act as a governing body for the district. Mr. Brotzman noted that in a Home Rule City, such as Englewood, the City Council rather than the Library Board acts as the governing body. The Englewood Parks and Recreation Commission is also advisory in nature while the South Suburban Recreation District is a governing d istrict. The Library Board can always recommend to City Council and City Council does listen to these recommendations. At this point the meeting revolved around statements made by Ms . Ostema refer ring to the Oath of Office signed by all Board Members, minutes from past meetings in 1996 reflecting Ms. Ostema's claims that Mr. Long had not kept the Board informed about the budget process prior to meeting with Doug Clark or before it was sent on to City Council. Many Board Members responded to Ms . Ostema's claims saying they had felt Mr. Long had made numerous attempts to keep them informed , and that the responsibility of the Board was not to go line by line over the Library's operating budget. Mr. Brotzman made the point that Council makes it's decision about the budget on the strength of recommendations from the City Manager, not inundated with all the information Mr. Clark has had when he meets individually with each department head. Mr. Brotzman went on t o point out that Mr. Long keeps the Library Board better informed about the budget process than other Boards or Commissions . Mr. Long stated that he has always felt it was his job to do this and has done it to the best of his ability . Ms. Habenicht commented that this seemed to be getting in to the area of admin istration and policy issues , a discussion City Council had had just the previous evening. She reiterated that the role of the Library Board is a policy making one , not one of administration of policy. The Board recommends policy to Council but is not to have power to stipulate how to administer policy. Ms. Habenicht further addressed Ms. Ostema 's concern that the Library Board was , "told not to go before Council " concern ing the Budget in the fall of 1996 . It was Ms. Habenicht's recollection , confirmed with voice assents by others , that in the past with budget cuts , the Board had gone to Council to urge further scrutiny of the Library budget based on the constant cuts in their appropriations . page4 With the budget in the fall of 1996 Mr. Clark had concurred with Mr. Long's budget recommendations and no cuts were seen; instead more money was put into the budget. Because of this goodwill that existed, it was recommended and concurred with by the Board Members at that time to not "wear out their welcome" with Council. It was further note , by citing minutes of the meetings, that in July Mr. Long had presented his proposed budget prior to a meeting with Mr. Clark. At this Board meeting input was asked for by Mr. Long of those present. No comments were forthcoming necessitating any changes to Mr. Long's proposal. Before the August Board meeting Mr. Long met with Mr. Clark, a meeting noted at the August Board meeting. Mr. Long said he felt he had done his best at keeping the Board informed about the budget process, given the timing of meetings, both the Boards and the City Manager's schedule. Further comment was made that City Council looks at the larger spectrum of how the City money is spent. It is the City Manager's job to go over the departmental budgets , line by line with his staff, ie. the department heads. That budget is then authorized by Council on a departmental or capital item level, not line by line . The City Manager administers with staff the line by line items. Mr. Brotzman noted that the City Code defines and refines the City Charter. The Charter does not specifically say that the Library Board is advisory in nature but Mr. Brotzman stated he felt that this was the intent upon examining the Charter and the Code. Ms. Ostema said she felt a clearer picture on how the Board should proceed is needed. Ms. Dounay used the example of the recent EPL 2000 Committee as a way the Board advises by planning for the future and policy making with regard to trends in the community. Several areas were addressed by this committee for future expenditures but these were recommendations only; they did not reflect telling Mr. Long how to spend money to carry out the recommendations. Ms. Greiner asked if this wasn't why the Library Director is hired, to spend the money in the budget necessary to carry out policy. Mr. Long said he felt that this was certainly the case. Ms. Dounay asked if Mr. Brotzman could provide, in writing, a definition of the Library Board with regard to its role regarding budgets of the Library to operate the Library , the Capital Budget of the City and the Library Board's own budget. She would like it to reflect a clearer picture than the presentation explanation seems to show. Mr. Long asked if those present felt comfortable with his communication of the budget. Ms. Giffin and Ms. Smithers responded with "Yes"; Ms. Greiner said that she had ' always felt comfortable until recently. Recently things had been said to her personally which she felt were very detrimental to the Library and Mr. Long. She expressed the feeling that when things such as had been said to her were said in the public , then it's working against the Library and ourselves . Ms. Williams said she had always felt informed and if she ever had a question then she would contact Mr. Long . Ms. Giffin further stated she felt input throughout the process had been given and accepted. Ms . Ostema said she was being shut down when asking questions. Ms. Dounay asked if Ms. Ostema felt as if her concerns had been addressed this evening. Ms. Ostema said she was content for now. It was mentioned that if anyone has questions at any time to please contact Mr. Long. page 5 Following this discussion, City Attorney Brotzman left the meeting. Ms. Tatum passed out handouts pertaining to the upcoming National Library Week to be held April 13 -19. Many exciting programs, events and displays have been planned for that week. Two displays of note are; 100 years of Best Sellers and the current Caldecott Award titles. A list of programs planned is attached to the minutes. Ms. Tatum has a children's author, Linda White coming on Monday, April 14 as well as noted Colorado author/ photographer, John Fielder, who will be presenting a slide show and having a book signing the same evening. Lois Burrell will be doing special storytimes on Wednesday and Friday for toddlers. Local magician, Patricia Stevens will perform magic after school for school aged children on Thursday, April 17. Other special events are: Internet training for adults, to be conducted by the Reference staff on Wednesday evening, April 16; a special Internet training for Young Adults, ages 13 - 18 to be conducted by Reference Librarian, Jane Bigelow, on Tues., April 15; Also on Tuesday, April 15 the library will be open until 11 p.m. for the public to get those last minute tax forms; and finally more "Sophie" training for the public will be held on Thursday evening, April 17. Ms. Tatum will be sending flyers to all the schools as well as having information out in the Library for the public and on the Bookmobile. If anyone has ideas for placement of flyers please contact Ms. Tatum. Ms. Tatum went on to explain that the 100 years of Best Sellers is a list compiled by the Denver Public Library for their 1 Oath Celebration. The books are "notable" books rather than only best sellers. Ms. Tatum and Reference Librarian, Carol Wilbur have been gathering books for the display. Both Ms. Tatum and Ms. Wilbur were pleased to find that almost all the titles on the list were readily available on the Library's shelves. All of the titles on the Caldecott List are available in the Library. In addition to National Library Week, Ms. Tatum invited the Board to come to the Englewood School's " Celebrate The Arts" , art show to be held in the Library March 20 -31. Ms. Tatum also mentioned that due to the unavailability of the conference rooms for the months of July and August, the Summer Reading Program this year will be very different. She has been working with Ms. Dounay and Ms. Leonard, and they have planned for the Summer Reading Program to be five weeks in length, from June 9 - July 11, with all programming to be on the Bookmobile. Each stop will have a program each week for the five weeks. No reading tallies will be used, however small rewards will be given out. The Young Adult Summer Reading Program will be under the direction of Reference Librarian, Jane Bigelow. It will run from June 9 -July 3 and is called "Surfing Summer". Use of the Internet will be highlighted with projects and books and culminating in some sort of party to be planned at a later date. Ms. Tatum also invited the Board to attend a book discussion group on Tuesday, April 22 at noon. This group was formed in response to city employees asking for a lunch page 6 book group. At the meeting on the 22nd, local author Stephen White will be present to discuss his book, "Higher Authority". All are invited to join the group for lunch, just bring a beverage. Ms. Tatum is working with the local Blockbuster Video Store to have Mr. White's newest book, "Remote Control", (due to be out in late March) available for purchase and signing. Ms. Tatum is hoping to have well known Colorado author, John Dunning come to the Library in the fall. Ms. Giffin noted that once again Ms . Tatum has done a wonderful job in planning programs of interest to all. Ms. Greiner said that Ms. Tatum's enthusiasm contributes to her desire to come to the programs. Following this, Ms . Tatum left the meeting. Old Business 97 -5 Motion: That the Minutes of the Library Board Meeting of February 11, 1997 be approved as written. Moved by: Sonie Smithers Seconded by: Bervette Williams The Motion passed. Ms. Smithers reported for the Friends of the Library. There will be a Bake Sale sponsored by the Friends, to benefit Children's Services , at the Library on Friday , April 25 from 11 - 3 p.m. and Saturday, April 26 from 10 -2. The February meeting was canceled, and Friends members attended the Tent Talk held at the Recreation Center, manning the Library table, giving out Library information, etc. The Friends "Big Book Sale " is coming in June. It will be held Saturday, June 7 and Sunday , June 8. Bervette Williams is in charge of the Sale this year. Arrangements have been made to use the new City tents outside for part of the Sale. Ms. Ostema said that the Book Discussion group has been meeting now for a full year. It was started last year by Ms. Ostema with help from Ms. Habenicht and the late Ms. Fielding Clayton. Ms. Ostema is looking for someone to help relieve her once in awhile in the leading of the discussion group. Each month the group will decide on the next book to be discussed, then the leader needs to provide background information on the author of the book being read and come prepared to discuss the book with the group. Coffee is provided by the Library for the group. If anyone is interested in helping Ms. Ostema, please let her know. Ms. Dounay said that she and Ms. Leonard from the Save the Bookmobile Committee had met prior to the Board meeting with Ms. Tatum to talk about the Summer Reading Program scheduled on the Bookmobile. Information concerning this program will go out to the schools before the end of the school year. Ms. Dounay also reported that the Committee had met with Mr. Long in January, and a decision was made at that time for the Committee to pay for Ms. Vogel's 5 hours per week that had not been put in the page 7 Library's 1997 operating budget. Ms. Habenicht g ave an update on the Cultural Arts Commission , as Ms . Leonard had left the meeting earlier. She said th at the commission had been in existence now for one year and was undergoing some growing pains. A facilitator is being brought in to help the commission work together more productively. It has been decided that instead of having 2 people co-chair the commission that only one person will now chair. This will be Janet Spanenberg. According to Ms. Habenicht there are many cultural groups in the community with interest in the Englewood area, among them Swallow Hill which is looking for a new facility. The art auction previously planned for this spring has been postponed. Ms. Giffin provided an update on the planned Staff Appreciation dinner. Discussion followed. 97-6 Motion: That $100 be taken from the Library Board budget and used for expenses for the Staff Appreciation Dinner. Moved by: Sonie Smithers Seconded by: Ruth Greiner. The Motion passed. There was no discussion or comment of monthly statistics and reports. Mr. Long asked the Board's pleasure regarding arranging for a Plaque honoring past , present and future Board Members. After much discussion, it was decided to table any action until November when the Board will review their budget for the remainder of the year, 1997. A draft of a contract for the coffee cart has been sent to Mr. Mike Hurley. This would be a six month contract for operation of a coffee cart. Because this is considered a leasing of space to a business , the proposal must go before City Council as an ordinance which requires two readings. There will be a 30 day exit clause on both sides. The lease cost will be $25 per month. Mr. Long stated that even with the sale of food and drink in the Library, we will continue the policy of no food or drink except that purchased in the Library . The Board was asked for a show of support for the idea of the coffee cart . 97 -7 Motion: That the Library Board approve the concept of a coffee cart in the Library with Mr. Mike Hurley as the vendor. Moved by: Margaret Giffin Seconded by: Sonie Smithers The Motion passed. Page 8 Ms. Dounay brought up for discussion the Englewood Schools "Summer School Program." In the past the Library Board and Library have provided tuition for students to enroll in the program. The cost for the summer of 1997 is; $15 for one class or $40 for 3 classes. 97 - 8 Motion: That the Englewood Public Library Board provide 2, $15 scholarships for the Englewood Schools Summer School Program. Moved by: Margaret Giffin Seconded by: Sandi Ostema The Motion passed. Mr. Long updated the remodeling project plans. The planners of the project will be using the conference rooms both the month of July and August for remodeling as well as for storage of materials for the entire project. This is why the Summer Reading Program has been redesigned for the Bookmobile. The remodeling project includes replacing the entire ceiling, placing sprinklers in the ceiling throughout the Library, replacing lights in the Library, replacing the HVAC system, replacing the two front ramps, and painting throughout the Library. Because of all the dust and extraneous "stuff" in the ceiling area, all the shelves, tables, computers, etc will need to be wrapped and sealed to keep exposure of dust and dirt to a minimum. This will preclude access to all materials during the project, scheduled to last for a month. For this reason both the Library and the Bookmobile will not be open or in service to the public. The staff will be doing behind the scenes work, training, or visiting other Libraries during this time. Ms. Giffin offered her home for a Board meeting during the remodel time, either July or August. After some discussion it was decided to look for alternative meeting places for July and August to be determined at a later date. Mr. Long has pulled the Kids Komputers from the public area to install new programs on them purchased with monies from the Friends of the Library's Book Sale last June. The training on the Internet for the public has been very successful. Due to the success of these, more training sessions have been added for the months of April and May. In addition to the sessions for the public, Reference Librarian, Jane Bigelow and Automated Services Librarian, Pat Jurgens will be doing a special session for Craig hospital patients. Ms. Greiner noted that when she and her daughters have been in the Library that the Internet terminals are always busy. The fact that the terminals are so popular has caused staff to think about "sign ups" for use of the terminals. It was asked if there had been any problem with adults using the terminals in the children's area so children can not use them. Mr. Long indicated that he had not heard of any problems in this regard. Mr. Heberling asked if there had been any thought given to having Cyber Patrol on the terminals in the adult area. Ms. Dounay said that in the discussions held last fall, the Board felt that adults can choose which sites to visit on the Internet whereas children are not as able to distinguish between "good" and "bad" sites. Discussion followed with various ideas for how to handle time limits on the computers. Mr. Long said that with the advent of Windows 95 and the fact that the computers have Page 9 been installed with this program the statistics reported on computer usage are now unavailable. He will be working with Information Services to see if there is a way to gather these statistics. Mr. Long asked Ms. Witt and Mr. Heberling to let him know how many flyers they would need advertising the Internet for the High School. Mr. Long discussed a recent problem staff had had with 3 -4 young patrons. The youths had been disruptive and used foul language with staff. Police had even been called in regard to this same group of young people. Staff is now trying to determine who the patrons are. Mr. Long said he would like to find out who the patrons are and ban them from the Library for a period of time, possibly 1 - 3 months. It is Library policy to give 3 warnings and then ask patrons to leave. If young people are involved and known to staff, parents will be called. The general feeling was that it is reasonable to ban patrons causing a disturbance for a period of 30 days. After several minutes of discussion, it was decided that Mr. Long would provide for the Board in their packets for the next meeting, copies of the current behavior policy. In addition, it was the feeling of the Board that a copy of this policy needed to be posted somewhere visible in the Library. Mr. Long asked if any Board Members would be willing to volunteer time on Tax Night, Tuesday, April 15 when the Library will be open until 11 p.m. Ms. Greiner and Ms. Ostema said they would be willing to come in and help. Ms. Ostema said she would be able to come in that night, however she will be out of town the night of the Staff Appreciation dinner and therefore unable to help with that. Member's Choice Ms. Greiner said she hoped that Mr. Heberling doesn't mind when she honks at him in the morning when she sees him walking to school. Ms. Habenicht suggested bumper stickers, "Honk if you like Englewood Public Library Board Members". Ms. O'Leary complimented Ms. Dounay on the cookies she had brought for refreshments. Ms. Giffin said the Technical Fair held in the Sheridan Schools had been a great success. Ms. Witt said she had had a very interesting trip with the Legislative Network to the State Capitol for Colorado Legislative Day. She also asked for suggestions for fund raisers for the Prom committee for Englewood High School. Many suggestions were forthcoming. Ms. Dounay noted that Flood Middle School was in the final cut to be voted a s a Blue Ribbon School. The next day begins site visits to help make the final decision for the award. There being no further business, the meeting was adjourned at 9:30 p.m. Corrected and approved 4/8/97 jc