Library Board Agenda 04-06-2004
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AGENDA
Monticello Library Board
4:00 p.rn.Tuesday, April 6, 2004
1) Call to order- Acting chairman Tom Parker
2) Minutes from previous meeting -Dawn Grossinger
3) Resignations from Board
James Maus (term ended 12-03; did not choose to accept another term)
Diane Herbst (term ends12-04; resigning for work-related reasons)
4) Nomination of Replacements (to C.ity Council April. 12) 'r', ;;. _ z;, E ()_ 3,";1,,1"::1 (;'
Jacque Gordon, 4681 Eagle RIdge Lane, MontIcello - 3-year term ','
~ Eric Anderson, 6291 River Mill Dr., Monticello --to fill remainder of Herbst term
5) Selection of chair to replace Diane Herbst
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6) Branch librarian report -Margo
2003 statistics
New staff member
7) Building addition progress report -Tom
Outline of presentation to City Council April 12
Options for contracting with architect
Timeline for start of construction
8) Other business
9) Adjournment
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MINUTES
MONTICELLO LIBRARY BOARD
Tuesday, May 20, 2003 - 4:00 p.m.
MEMBERS PRESENT:
Diane Herbst. Chair: James Maus. Sandra Foster, Dawn Grossinger, Glen
posusta. Council Liaison
MEMBERS ABSENT:
Tom Parker
OTHERS PRESENT:
Margo Askins, Branch Librarian and Joan Allen GRRL Branch Supervisor
1. Call to Order.
Chair Herbst called the meeting to order at 4 p.m. and declared a quorum present.
2. Approve minutes of AnrillS. 2003 LibrarY Board meeting.
Sandra Foster asked how the used book sale went over. Margo Askins indicated it turned out well
and the funds raised have been placed in a separate account. Chair llerbst asked about the policy
for cell phone use in the library. Margo Askins stated that in checking with other libraries, none of
them prohibit cell phones in the libnuy. It \vas felt that just a sign asking that the cell phones be
silenced \vhen in the library would be sufficient.
JAMES MAUS MOVED TO APPROVE THE: MINUTES OF THE APRIL 15,2003 LIBRARY
BOARD MEETING. GLEN POSUSTA SECONDED THE MOTION. MOTION CARRIED
WITH DA WN GROSSINGER ABSTAINING.
3.
Lihrary Advoeacv.
Joan Allen ii'om the Great River Regional Library presented information to the board members
regarding library advocates. She felt that the library advocates are becoming increasingly critical to
the library. A primary concern is the impact to the library due to the state budget cuts and the
uncertain economic times. The Library Advocates would function in a political way by lobbying for
funding for libraries at the various government levels. Joan Allen indicated that there is no funding
available to add hours for the Monticello Library but at least at this time, they have not cut back
from the 40 hours currently funded. There was some discussion on replacement funding if it became
necessary to cut hours of operation.
Joan Allen stated that Library Advocates is different than the Friends or the Library in that there is
more of a pol itical focus in the acti vi ties of the Library Advocates. Chair Herbst questioned
whether being Library Advocates wouldn't change the focus of the library board. It was suggested
that the board review the information submitted. discuss it at a future meeting and then make a
determination as to what level or commitment they \vanted to make to the Library Advocates
program.
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Lihrary Board Minutes - 5/20/03
Branch Librarian's Renort.
Margo Askins brought up the idea of a tour of the library L1Cility for various goverl1lnent and
community leaders in order to build up support for the library. Since the library has just recently
moved to their new facility, this would be an appropriate time for it. She was asking for assistance
from the Library Board in determining the people to be invited.
Margo Askins indicated the summer library program was being expanded to include teens. She is
working with the Monticello Community Center representatives on some joint programs.
A Friends of the Library group is being formed. A meeting will be held this Thursday to determine
when a public organizational meeting will be scheduled. It is hoped that one of the functions of the
Friends of the Library group will be fund raising for the library, such as conducting any future book
sales.
At the present time the lihrary is open 40 hours a week. The library staff is preparing a survey to
find out what hours the library patrons felt the library should be opened. There was discussion on
how to get this information out to the public. Suggestions included placing a flyer in the Monticello
Times/Shopper, do it as a handout that Maus Foods would include when bagging groceries, include
it in the next City of Monticello newsletter and put it on the City's website and the Monticello Times
website. The Lihrary Board discussed how to get the word out that the library is open again and is
in a new location. James Maus suggested an announcement be placed on the Chamber sign stating
the new location of the library. Joan Allen stated that during the period the lihrary was closed library
users went to other facilities and she felt it might take awhile to get them back. In setting up the
proposals for hours of operation, Margo Askins noted tbat they tried to have a balance of morning
and evening bours. While they have not done a traffic count as to \vhen the peak times are for the
library, they have noted that Friday evenings and Saturday afternoons are very slow times for the
library.
In further discussion about making the public aware of the library and its new location, Glen posusta
asked about permanent signage for the building that would be placed on both the Fourth Street and
Walnut Street sides of the building. Margo Askins indicated the signage is being worked on.
5.
2004 Budeet PI'ocess.
It was noted that Rick WolfstelleL City Administrator, sends out the budget worksheets in July. A
preliminary budget must be submitted to the County by September 15th and the final budget. which
cannot be higher than the preliminary budget, is submitted in December. The primary concern was
that capital improvements for the library get funded. Fred Patch, the City's building officiaL has
estimated costs for some of the capital improvements for the library. However he was not present
at the meeting to review these capital improvement items with the board. Margo Askins noted that
the maintenance/operation budget will not reflect true operation costs sincc the library was closed
2
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Library Board Minutes - 5/20/03
for a period of time. The Library Board will meet again once the budget worksheets have been
sent out and they will also attend the City Council's budget \vorkshops. There was discussion on
\vhat was funded by the City and what was covered by Great River Rcgional Library. With the
state's budget deficit and its effect on the City's budget, the Library Board felt it \vas important to
make sure the current City level of funding is continued.
6.
Other Business.
Diane Herbst noted that her job will be requiring her to be travel quite a bit over the next few
months which means it would be more difficult for her to make the Library Board Ineetings. The
Library Board indicatcd they will \vork around her schedule as much as possible. James Maus
asked how the cleaning of the library \vas being handled. Margo Askins stated that two employees
of the Monticello Community Center clean the library three times a vveek.
7. Adjourn.
SANDRA FOSTER MOVED TO ADJOURN AT 5:15 P.M. JAMES MAUS SECONDED
THE MOTION. MOTION CARRIED UNANIMOUSLY.
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Recording Secretary
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TALKING POINTS FOR PRESENTATION
City Council Meeting, Monday April 12
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Purpose of appearance: To request authorization to hire an architect and begin drawing plans for
expansion project totaling about $450,000 (the amount in 2004 city capital budget) (Tom)
Proposed Timeline: (Tom)
May 1- Meet with architect to review space usage recommendations from staff and board
July 15 Drawings finalized; project documents being prepared
July 30 Advertise for bids
Aug. 16 Big Opening
Aug. 23 Bids brought to City Council for approval
Sept. 15 Project Begins
Need for Project
. Increased demand for library services. Growing community needs a larger facility. There has been no
significant increase in space since previous building was constructed in 1982. Review following stats
for 2003 (Tom)
Circulation
Internet usage
New library cards issued
Holds placed
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. Statistics don't tell the whole story: Importance of library as community resource center: (Margo)
Tests proctored for adults taking college and professional/technical training
V olunteers meet with students for tutoring; both English Language Learners and students
U sing magazines and newspapers in reading room
Using study areas, both kids and adults
Finding information through reference materials for consumer, health, general information c.
Children's play area; parents reading to kids and enjoying time together creates positive first
library experiences and helps develop lifelong library users
Two weekly story hours; new family story time attracting many Latino families
Supplement to school media centers: Information for school projects; finding full-text
magazine articles online
Book clubs; scouts meetings, study groups
& TAX FORMS!
. Existing space limits these activities (Margo)
No quiet study areas for adults or kids (standards recommend 30-35 sq feet per reader)
No comfortable chairs for reading or quiet time (standards recommend 40 sq ft per reader)
Floor space same or less than at previous facility; leaving no room for more shelving units
necessary for growing collection. Same space since 1982
Most important: No program space:
Recommendations are 10 sq ft per seat for general meeting and children's programs
Now utilizing space in Child Care Center of the Community Center
Library programs reinforce literacy and reading as vital skill
Programs build relationships with our young customers
Programs encourage family time; available to all because they are free
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Other inefficiencies & needs related to expansion (Tom)
GRRL recommends at least 10,000 square feet for Branch III Library. Need to maintain Branch III
status; more materials and hours allocated to Branch III libraries
-Elk River has 15,000 square feet; including meeting room with capacity of 50
-Little Falls has 13,606 square feet including community room (988 square feet)
-Buffalo has 10,118 square feet and two meeting with capacity of 62 and 25 seats each
Awning area maintains "bank" look for building. Enclosure will create library feel and look
More area will provide for two distinct areas in the library separating children and adult areas
Project will provide opportunity to improve traffic and work flow for more efficient services.
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GREAT RIVER REGIONAL LIBRARY
MONTH - DECEMBER 2003
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* ALBANY
.. AN NAN DALE
.. BECKER
BELGRADE
* BIG LAKE
* BUFFALO
.. CLEARWATER
* COKATO
* COLD SPRING
* DELANO
EAGLE BEND
.. ELK RIVER
* FOLEY
* GREY EAGLE
.. HOWARD LAKE
.. KIMBALL
.. LITTLE FALLS
* LONG PRAIRIE
* MELROSE
* MONTICELLO
* PAYNESVILLE
* PIERZ
* RICHMOND
* ROCKFORD
* ROYAL TON
.. ST. MICHAEL
* SAUK CENTRE
* STAPLES
SWANVILLE
* UPSALA
* WAITE PARK
* ST. CLOUD
SPECIAL STATIONS
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1,784
1,236
1,422
626
903
6,074
691
1 ,406
2,296
2,077
1,031
6,810
1,229
559
1,470
821
4,421
1,984
869
3,687
1,572
599
726
1,608
358
2,239
1,608
1,850
334
725
2,451
25,388
590
CIRCULATION STATISTICS
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;...MEOfA;;.PRINf.'MEDIA
... ......"" .".... ... . ............ ".'......, ".. ",'"''
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320 1 ,519 119
338 1,084 42
285 1,888 82
95 268 10
213 1,424 142
1,216 3,496 259
267 1,086 60
256 1 ,138 114
468 2,088 69
548 2,738 145
116 354 20
1,528 5,575 360
159 1,465 62
326 404 29
225 822 68
181 607 28
721 2,145 139
321 1,011 96
186 593 56
652 3,597 224
191 736 104
108 377 22
197 516 36
330 1,327 68
150 359 25
461 2,723 154
462 867 58
318 871 61
120 224 17
190 674 63
636 2,099 130
4,458 12,230 880
15 67 4
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1,299
622
1,097
414
769
3,555
621
813
1,580
1,331
353
3,444
689
622
785
479
1,914
1,411
827
2,053
803
273
470
1,144
293
1,273
706
1,030
530
607
678
8,073
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5,041
3,322
4,774
1,413
. 3,451
14,600
2,725
3,727
6,501
6,839
1,874
17,717
3,604
1,940
3,370
2,116
9,340
4,823
2,531
10,213
3,406
1,379
1,945
4,477
1,185
6,850
3,701
4,130
1,225
2,259
5,994
51,029
676
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401
553
1,007
-11
33
3,161
296
395
1,297
1,360
-193
4,513
7
406
978
345
2,062
1,122
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4,829 I
200 0J.1,/A.-\ tV ·
47 I.J
392
1,286
312
761
459
66
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565
693
7,146
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GREAT RIVER REGIONAL LIBRARY
MONTH - FEBRUARY 2004 -- Rev i sed
LOCATION.
. ALBANY
. ANNANDALE
* BECKER
BELGRADE
BIG LAKE
BUFFALO
CLEARWATER
COKATO
. COLD SPRING
* DELANO
. EAGLE BEND
* ELK RIVER
* FOLEY
* GREY EAGLE
* HOWARD LAKE
* KIMBALL
* LITTLE FALLS
* LONG PRAIRIE
* MELROSE
* MONTICELLO
P A YN ESVI LLE
PIERZ
* RICHMOND
* ROCKFORD
ROYAL TON
* ST. MICHAEL
* SAUK CENTRE
STAPLES
SWANVILLE
. UPSALA
* WAITE PARK
ST. CLOUD
* SPECIAL STATIONS
ADULT
<PRINT
2,208
1,281
1,418
807
1,092
6,350
722
1,581
2,350
2,231
1,188
7,786
1,186
503
1 ,494
882
4,536
1,905
1,011
4,165
1 ,436
743
716
1,380
381
2,461
1,967
2,039
455
717
2,423
25,854
639
CIRCULATION STATISTICS
.ADULTJUVENILEJUVENILE
MEDIA .... <gRINT'I\IIEDIA ....
360 2,194 192
246 1,115 46
257 2,293 106
119 457 25
243 1,952 168
1,293 5,060 298
206 1,054 106
166 1,490 127
546 1,963 134
604 3,503 133
143 361 20
1,497 7,157 373
198 1,668 81
332 737 39
189 1,592 79
126 842 26
817 2,670 212
278 1 ,106 85
194 957 38
693 4,416 214
233 947 75
95 294 15
171 499 31
318 1,686 73
1 04 41 8 26
407 3,432 148
449 1 ,128 68
393 815 59
91 299 66
107 668 82
513 1,888 107
4,574 14,269 885
35 87 6
>nVOI
ViDEO.....
1 ,428
677
948
483
917
3,651
727
766
1,618
1 ,467
399
3,384
713
521
864
454
1,770
1,117
858
1,973
925
237
456
1,075
248
1,547
1,110
975
698
706
677
8,298
o
TOTAL
6,382
3,365
5,022
1,891
4,372
16,652
2,815
4,130
6,611
7,938
2,111
20,197
3,846
2,132
4,218
2,330
10,005
4.491
3,058
11.461
3,616
1,384
1,873
4,532
1,177
7,995
4,722
4,281
1,609
2,280
5,608
53,880
767
+OR-
496
377
28
-154
-1,382
-333
-214
-406
321
742
28
1 ,7 54
152
420
1,006
99
113
221
413
11.453
-117
-147
155
276
-58
514
616
-985
-22
46
3,115
-1,317
20
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