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Library Board Agenda 08-02-2005 ,; ,..1 . . t," . MONTICELLO LffiRARY BOARD AUGUST 2, 2005 1. Establish quorum 2. Minutes from April 12 meeting 3. Update on building project 4. Branch manager's report 5. 2006 Budget process 6. Review/adopt meeting room policy 7. Selection of applicant to fill position vacated by Dawn Fitzgerald (expires 12-07) 8. Review of role and responsibilities as outlined in city regulations . 9. Set quarterly meeting date . / . MINUTES MONTICELLO LIBRARY BOARD April 12, 2005 - 4 p.m. Members Present: Tom Parker, Jacque Gordon, Sandra Foster, Dawn Grossinger, Council Liaison, Brian Stumpf and Librarian Margo Askin Members Absent: Dawn Fitzgerald The meeting began with a tour of the library expansion area and a review of the work completed thus far and what remains to be done. The tentative moving date into the expansion area is approximately May 11-13. With the work schedule and the moving, it may be that the library facility will be closed for the last two weeks of May. Patrons will be able to pick up hold items and return books during the the time the library is closed. Tom Parker asked if the books were going to be packed away during the period the library was closed or stored on carts. Margo Askin indicated that they would prefer to have the books stored on carts if carts were available. Tom Parker will take care of securing the carts for the book storage. Margo Askin stated she had met with vendors to come up with a list of office furniture/equipment that would be needed for the expansion area. She feels that this will notbe as costly as originally thought. She will get a list of equipment and send it to vendors to get some prices. The final result will be brought before the Council for their approval at their first meeting in May. It is hoped to have almost everything completed by June. The Library Board discussed obtaining a kiosk for the inside entrance area to display the various flyers. This should keep the area where the flyers are neater looking. Margo Askin relt they needed some special shelving for the media items such as the dvds. Signage for inside the library was also discussed. They were looking at signage that would identify the type of book on the shelves. Margo Askin noted that she would be attending a vendor display at I?verwood on April 13th. .J.. J-, I t) c..l vcLu:J Friends of the Library sent out a letter to the public r:fluesting funds for a sculpture for the new library entrance. It was estimated that the sculpture would cost around $10,000. Sandra Foster suggested contacting the civic organizations such as the Chamber, Rotary and Lions. In all Margo Askin has been pleased with the way construction has been going and indicated patrons have been patient. Brian Stumpf noted at the last meeting, the Council approved plans and specifications for construction of a parking lot adjacent to the library site. Jacque Gordon talked about the Friends of the Library plans for the grand opening. Events are scheduled for the week of June 6-11. Margo Askin suggested combining this with the start of the summer reading prograin which is June 13-18. The Friends of the Library are also planning a book sale. Tom Parker asked ifthere would be any change in hours for the library. Margo Askin indicated that the budget has been set and there will no increase in hours. . . ';{/ ;/ /,// /,/ Margo Askin updated the Library Board on their efforts to provide services for the Spanish speaking population including bi ~ lingual reading sessions., She noted they have Spanish speaking volunteers which is helping the library connect with the'Spanish speaking population. She also talked about a "Get Caught Reading" campaign that the Times is assisting with. Library Board member Dawn Fitzgerald is moving and a replacement will need to be found. The replacement needs to be a resident of the City. Brian .stumpf suggested placing a notice at the entrance to the library advertising the open position. Sandra Foster asked if the Friends of the Library would consider looking into a program where a book is given to the parents of a newborn when they ,leave the hospital. The idea is to get people reading aI1~getthem started young. The Friends of the Library is working ona cohesive volunteer program in , "'the library and they felt the volunteers in the library'should be backed up with a policy.' This item will I ' come back before the board at their next meeting. !twas also suggested that the City look at the ! ordinance' establishing the Library Board since there is a considerable discrepancy between what is in the ordinance and how the Library Board actually functions. ' I I ~ I The Board discussed setting the next meeting date. It was felt they should try to meet quarterly and try , to schedule a meeting for some time in June or July. ' ' , The meeting adjolJ11led at 5 p.m. Recording Secretary , , , i' ~ , I ~ ,I MONTICELLO PUBLIC LIBRARY BOARD--2004 r . Tom Parker, President 1125 West River St. Monticello, MN 55362 763-295-8435 (II) 612-539-7849 pager 763-295-1014 (W) thomas. parker@nmcco.com (12-2005) Dawn Grossinger, Secretary 6117 Iffert Ave. NE \jG S1. Michael, MN 55376 d~\. I 763-~J-7%2 271-3206 (direct line) 11 Dawn. Grossinger@ci.monticello.mn.us (12-2005) Sandra Foster PO Box 1148 Monticello, MN 55362 763-295-2467 jfosters@worldne1.att.net (12-2006) . Jacquelin Gordon 4681 Eagle Ridge Lane Monticello, MN 55362 763-295-4826 jacqueg@usfamily.net (12-2006) Brian Stumpf (City Council Liaison) 110 Vine St. Monticello, MN 55362 763-295-5438 (home) 612-598-4016 (cell) Clint Herbst (Mayor) Margo Askin, Branch Librarian 200 West Sixth St. Monticello, MN 55362 763-241-0035 (H) 763-295-2322 (w) margoa@grr1.lib.mn.us . . 8-2-05 . Branch Librarian's Report BUILDING PROJECT . Desk has been redesigned and approved by Fred, library staff Currently waiting for cost estimates from millwork company. Kodet staff is monitoring progress with Greystone. No projected date for installation. . Still waiting for panels to cover plumbing on all sinks. . Shelving for Y A materials was delayed. Canceled order with Texwood and reordered from Dave Kinnard (local carpenter). We expect delivery before school starts. . Have not expended allof$15,OOO authorized by city council. Should we ask permission to spend remaining amount on furniture? . Interior touchup painting finished week of July 25. . Exterior wood (on rounded root) sealed today. . Tile floors sealed 8-1-05 . RECENT CONTRIBUTIONS . $1,000 from Wal~Mart at Grand Opening. . Wal-Mart manager also submitting request for $1,000 literacy grant for library. . $415 from Sunny Fresh Awareness Committee. Proceeds from hot dog sale. Recipient selected by Sunny Fresh employees. . $200 from Wells-Fargo Foundation for Summer Library Program party (have supported for 3 years) . $165 from Monticello Big Lake Pet Hospital for animal program in fall CURRENT NEEDS . Public Information Kiosk (going to request funds from Boys Choir) . Statue for front of building . Furniture for reading room . Children's computers (learning software only, no Internet) . Light-weight tables for program room . More volunteers to help with behind-the-scenes work, i.e. shelf-reading, calling holds, helping with weeds . More Spanish language materials . .. . Monticello Public Library Program & Conference Rooms Rates and Policies Proaram Room The Monticello Public Library Program Room is primarily used for library-related activities including story times, special programs for children, teens and adults, and similar programs co-sponsored by either the Monticello Public Library or Friends of the Monticello Library. Availability: When the Program Room is not reserved for library activities, it may be available for use by the general public for meetings and programs of an educational, informational, cultural or civic nature to enhance the library's role as a community resource which connects people with information. It is not available for private social events such as birthday parties. Capacity and amenities: The room capacity is 50 persons, however, there are currently only 35 available chairs. The room has a white board, 8-foot tables, large and small coffee makers, and a sink. Room and beverage set-up are the responsibility of the users. Room Use Fees: No fee: City of Monticello, Friends of the Monticello Library, Great River Regional Library $25.00 Monticello organizations, businesses and nonprofit groups (up to 3 hour block) each additional hour is $10 . $50.00 Nonresident organizations and businesses (3 hour block) $10 each additional hour Conference Room This smaller meeting room seats up to 8 persons and can be used free of charge once each month for group activities such as book clubs, occasional small group meetings, conferences, or educational testing. The space includes a large table, chairs, sink, and access to coffee makers. Library program and conference rooms are available ONLY during regular library hours and must be vacated by 30 minutes before closing. Reservations: Scheduling is made through the Monticello Library, 763-295-2322 during open hours Monday- Friday. Reservations are preferred at least two weeks before the meeting date and may be made up to 3: months in advance of the meeting date. Fees (when applicable) are paid when an event is scheduled and are nonrefundable unless notice of cancellation is given at least one day in advance of the event. Fees can be paid by check or money order made out to the City of Monticello. Reservations are not confirmed until the information form is completed and fees are paid in full. . # .. . Program and conference space use policies: .:. Renters will set up the room and return it to its original status in an orderly condition. Library staff members are not available to help with this process. Charges for damage beyond normal wear will be assessed to the group or individual who contracted for the space. .:. Set-up can begin 20 minutes prior to the scheduled meeting time. .:. No alcohol or red beverages can be served in the rooms. .:. Adult supervision must be provided during the entire time of contracted use. Library staff cannot provide child supervision for children of adults who are using the program or conference room. .:. Smoking, open flames, and animals, with the exception of guide animals, are not allowed. .:. Please ask a staff member before affixing decorations to any surface. All decorations or other items used in the meeting rooms should be removed at the end of the event. Library staff will dispose of any items left in the building. .:. Rooms are not available for religious ceremonies or money raising events. .:. No admission fee may be charged, with the exception of registration or tuition for education courses sponsored by an accredited organization with the approval of library staff. .:. The meeting room may be used by for-profit organizations but buying/selling, commercial transactions, or other exchange of goods is not allowed. Exceptions are sales conducted by the library or Friends of the Library. _ _ _ . _ _ . _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ - - - - - - -detach here - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - . Monticello Library Room Reservation Organization Contact Person Phone Address Date of meeting/event Time Space reserved: Program Room Conference Room Type of event Anticipated attendance (maximum 50 in program room, 8 in conference room) Fee (if applicable) $25.00 Monticello group or business $50.00 Other group, business, or individual . Pd Library staff