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Library Board Minutes 08-02-2005MINUTES MONTICELLO LIBRARY BOARD August 2, 2005 - 4 p.m. Members Present: Tom Parker, Jacque Gordon, Sandra Faster, Dawn Grossinger and Librarian Margo Askin. Members Absent: Brian Stumpf, Council Liaison 1. Call to Order. The meeting came to order at 4 p.m. There was a quorum of the Library Board present. 2. Minutes from A ril 12 2005 Libra Board Meetin . Jacque Gordon clarified that the letter sent out by the Friends of Library covered a number of items, including funding for a sculpture for the new library but the funding of the sculpture was not the main focus of the letter. SANDRA FOSTER MOVED TO APPROVE THE MINUTES OF THE APRIL 12, 2005 LIBRARY BOARD MEETING AS CORRECTED. JACQUE GORDON SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. 3./4. Update on the Library buildin ro'ect and branch mans ers re art. Margo Askin updated the Board on the building project. There were a number of items that are not finished at this point. A major concern was the checkout desk. What was initially installed was not correct. There was not sufficient area for two people to be working at the same time, the computer did not fit even. though it had been measured, the surface of the desk was such that it was easily marred and there were ergonomic concerns with the set up as well. The desk has been redesigned but it has not yet been determined when it will be installed. Due to problems with the vendor on the shelving, the shelving order with that vendor was cancelled. The shelving is now being done by Dave Kinnard. The cost far the shelving runs about $1,600 for a six foot section. The library received some video shelving from a video business that was closing. There is approximately $3,000 unspent from the $15,000 the City Council had allowed for shelving expense. There was discussion whether there was any additional shelving that was needed in the library. It was felt that when the library made their funding request far furniture it should be noted that the library did not use the full allotment of funds for shelving. The library has received positive comments on the expansion from the patrons. Margo Askin noted that the study area was being used extensively. It was suggested that may be the door to the study area should be removed so that activity in the study area might be more easily monitored. Margo Askin reviewed contributions the library had received. Tom Parker felt the library should make a list of their needs and. then approach the various businesses in the city for their support. Margo Askin stated there is a person who is interested in giving the library WIFI. Margo Askin indicated there is no extra monthly cost. If the library had WIFI patrons could bring in their own computer. There was some discussion an the need for additional computers. Margo Askin felt the concern was not so much additional computers but having an-call support for the existing computers. Also since there are only two spots left on their router, it would limit how many additional computers they could add. She noted that Great River Regional Library did not budget anything more for computers maintenance ar routers. She stated that they are looking at getting two children's camputers which would not have Internet access. Tom Parker asked how the library is publicizing the fact that different groups are contributing to the library. Margo Askin responded that they are not doing.as well as they should. They do send out individual thank you notes to those who have cantributed but there has not been a published formal thank you in the newspaper. Margo Askin also explained that many of the contributions were made to the Friends of the Library so the 501 C3 tax advantage cauld be utilized. It was suggested that in the Friends of the Library newsletter, there could be a thank you to those who contributed. In addition it was suggested that the Library Board in a letter to the editor express their thanks for thane firms who have supported the library. The Library Board then reviewed the list of needs submitted which include a public information kiosk, statue for in front of the building, furniture for the reading room, more Spanish language materials and additional volunteers. Tom Parker noted that the volunteers had done a good job with all that has been going on at the library and suggested that another letter that needs to be written is one thanking all the volunteers who have assisted at the library. Margo Askin reported that they have contacted an individual for a design far a kiosk but have not gotten a formal price quote for it. Parker McDonald had submitted a design for the statue which featured a young girl but a final design has not been submitted. There was discussion on possible funding sources for the statute cost. Jacque Gordon will contact the Central Minnesota Arts Council in Little Falls as far as grant funds available and will also contact the Monticello Arts Council. 6. Review and ado t meetin room olio . Marga Askin submitted a policy document relating to the use of the program room and the conference room for non-library functions. She noted that the policies were similar to those the Monticello Community Center had established far rental of their meeting room facilities. It was felt that the fees proposed were on the law side and Margo Askin responded that unlike the Community Center, the library would not be providing set up and take down of the rooms and no coffee was provided either. The general feeling was that the rental rates should be comparable to the Community Center but could be $10 lower. The only other item that generated discussion writhe restriction on religious ceremonies. It was suggested that this be checked out to verify that legally the library could restrict that activity. Margo Askin stated she did review the program policies with Kitty Balton, Community Center Director and Rick Wolfsteller, City Administrator. JACQUE CORDON MOVED TO APPROVE THE POLICIES PROPOSED FOR THE USE OF THE PROGRAM ROOM AND CONFERENCE ROOM WITH CLARIFICATION ON TI-IE RESTRICTION OF USE BY RELIGIOUS GROUPS AND ADOPTING A FEE SCHEDULE THAT IS COMPARABLE TO THE RATES CHARGED BY THE MONTICELLO COMMUNITY CENTER. SANDRA FOSTER SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. 7. Selection of a licant to fill vacant osition on Libra Board. Margo Askin had received responses from seven individuals who had expressed interest in filling the term left vacant by the resignation of Dawn Fitzgerald. The Library Board felt there were a number of excellent individuals and discussed some way of utilizing the skills of thaw other individuals who were not selected. It was suggested that perhaps those individuals might be willing to assist the Library Board by serving as subcommittee chairs. JACQUE CORDON MOVED TO RECOMMEND THAT CHRIS ANDERLY, 10166 PARK PLACE DRIVE BE APPOINTED "f0 FILL THE VACANCY LEFT' BY TI-IE RESIGNATION OF DAWN FITZGERALD WITH HIS TERM TO RUN THROUGH DECEMBER 31, 2007. SANDRA FOSTER SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. The City Council needs to approve the appointment and this item will be placed on the August S, 2005 Council agenda. Tom Parker suggested drafting a letter to the other interested applicants letting them know the Library Board is looking for people to chair subcommittees of the Library Board and invite them to attend the next meeting of the Library Board. 2006 Bud et r _„ ,,~ U ocess. The City is beginning the budget process far the 2006 budget. It was pointed out that the present Council will be scrutinizing very carefully proposed expenditures. The Library Board recommended that Margo Askin add line items relating to the cost of new programs that were added such as the bi-lingual program, toddler time and to include costs that the library is incurring because of increased use by patrons. 8. Review of role and responsibilities as outlined in city regulations, It was noted that the duties of the Library Board as set forth in the City's ordinance is very different from the Library Board's actual function. It was suggested that the ordinance be revised to reflect what currently is the function of the Library Board. Dawn Grossinger will submit a draft of the revised ordinance for review by the Library Board. If approved by the Library Board, the ordinance would also need to be approved by the City Council. 9. Set uarterl meetin date. It was suggested that the next meeting date be set for October 11, 2005 at 4 p.m. The following tasks were assigned at this meeting: 1) Letter to the newspaper expressing appreciation for the work done by volunteers for the library -- Tam Parker and Margo Askin. 2) better to the newspaper thanking firms for their donations -Jacque Gordon and Tom Parker. 3) Sculpture for the library building -Jacque Gordon will contact the Minnesota Arts Council. Sandra Foster will present the information to the Rotary Club. 4) Dawn Grossinger will work on the revisions to the ordinance. 5) Margo Askin will work on the kiosk cost and design. 6) Tom Parker will talk to Parker McDonald on the sculpture design. Tom Parker added his compliment to staff and volunteers who did such a great job during the construction of the library expansion and getting everything taken care and getting the library back in full swing. They did an excellent job. The meeting was adjourned. `J~i~., ... ~...~ws sue,. , Recording Secretary