HomeMy WebLinkAboutpcl.board.meeting.03-27-1978AGENDA
March 27, 1978
Roll Call of Members
Approval of Minutes from February 27, 1978 Meeting
Statistical Reports
Financial Report through February 28, 1978
Statistical Report - February, 1978
Old Business
1. Building Survey
Arrangment to visit Sardy House, April 24 11 a.m.
Possible space allocations
—4_._2. Book Drop Snowmass
Presentation questionnaire for Snowmass residents
by Barbara Prebble
3. Library Policy - Contract for Librarian
0 4. Library Policy - Library Policy Manual
New Business
1. Letter regarding transfers within Library Budget for 1978
2. Letter regarding Capital Reserve Fund for Library Expansion
3. Personnel Matters
4. Library Carpet Bids
5. Branch Library Contract Design Proposal
6. Proposed Discontinuation McNaughton Plan - alternate Proposal
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Next Meeting;
Monday, April 24, 1978
ll:a.m.: at the Library
• PITKIN COUNTY LIBRARY BOARD OF TRUSTEES
Minutes of Regular Board Meeting: March 27, 1978
Present: Sally Smyth, Barbara Prebble, and Mona Frost
Absent & Excused: Dick Clarke and Mike Otte
Also present: CL F. Kirwin
ACTIONS TAKEN
Minutes: The minutes were corrected with addition to read that the board
meetings for 1978 shall be held at 11:a.m. instead of 4:p.m. on the 4th Monday
of each month except December. If the 4th Monday falls on a holiday, an alternate
time for the meeting will be scheduled.
Statistical and Financial Reports: The financial report for February was reviewed
and accepted.
The Febraury monthly statistics were reviewed. It was stated by the CL that slight
decreases in circulation and attendance were due to better skiing this year as well
as a decline in school enrollment and an increase in competing activities which
draw children after school.
The meeting room usage was reviewed and accepted.
Book Drop-_Snowmass: Barbara Prebble suggested a questionaire be sent by bulk
•rate mail to all Snowmass Village boxholders, asking what location they would prefer
for the bookdrop. Barbara Prebble moved that this be done and that approximately
$30.00 be spent by the library for postage. Mona Frost seconded the motion.
(questionaire copy attached)
Vacation: It was approved that Renate Uhl would be given one week's vacation with
pay beginning April 17th, 1978 since she does not presently receive any county
benefits.
Carpeting: Bids from Bethune and Moore, Aspen Carpet Hut and Valley Carpets were
studied for new carpeting of main library floor, librarian's office and 14 steps.
Mona Frost moved that the Valley Carpet bid of $3,258.75 be accepted. It was ap-
proved that $2,500.00 of the cost would be paid by a special gift from the City of
Aspen and the remaining costs would be paid by a transfer of funds from the Outdoor
Improvements account, not to exceed $1,000.00, which was originally budgeted for an
exterior children's play area at the rear of the library.
Branch Library: Barbara Prebble will be chairman of a committee to write a model
branch library contract for the Pitkin County Library. Other committee members are
Sally Smyth and Mona Frost. The first meeting will be Tuesday, April 18th, at 9:30a.m..
McNaughton Book Plan: The CL Kirwin announced that she would like to discontinue the
McNaughton Rental Book Plan as of July 1, 1978. The Board agreed to discontinue the
McNaughton Plan for a one year trial. Rather than rent books from McNaughton the
library will buy books outright from another Brodart subsidiary, Books for Publication
Date Shelving, with the expectation that the books will be received as quickly as
•McNaughton books and that there will be some savings to the library in the cost of the
books.
Page 2.
REPORTS
45 Building Survey: A visit to the Sardy House is scheduled for Board members and
staff on Monday, April 24th at 11:a.m..
Thermovision Survey: Recently a Colorado State Survey team took pictures of the
library buildings with a thermovision camera. The pictures were reviewed and it was
noted that there is heavy heat loss from the front picture windows along the front of
the building as well as from the roof. No decisions were reached as to how to
achieve better insulation and reduced heat loss in the building.
Librarian's Contract: CL Kirwin stated that she had contacted the Public Library
Consultant, Evelyn Brewster, and that Ms. Brewster would send the Board a sample
contract for professional services as used by the State Department of Education
for study in revising our Policy Manual. The contract will be studied at the April
board meeting. The CL stated that she will have a typed draft of the policy manual
ready for review also at the April board meeting.
Correspondence: The Board agreed to delay sending a letter to county attorney,
Sandy Stuller regarding the transfer of funds for salaries within the library budget
as discussed in Stuller's memo, (see attached). The matter will be delayed in order
for absent board members to review the matter.
A letter is to be sent to George Ochs requesting that the library request for $24,000.00
to establish a capital reserve fund be reinstated for funding since there are additional
revenues available according to a recent Aspen Times article. (copy attached)
• Personnel Matters: The CL Kirwin stated that Karen Host has been employed as Library
Clerk. The usual probation period will be in effect.
Three Rivers Meeting: The Three Rivers Library System Annual Meeting will be held in
Meeker, April 11th, at 9:a.m.. The CL, High School Librarian and Board Members Mona
Frost and Barbara Prebble plan to attend.
Music Room: The Music Room is being renovated. The walls will be painted and the
east wall will be covered with cork, rather than dry wall as was originally budgeted.
The cost should remain within the amount budgeted.
The Music Associates have agreed to fund additional help for the Music Room during the
summer months. The staff person will work 20 hours per week during the time of the
Music Festival.
The meeting was adjourned by the Chairman.
Respectfully submitted,
Mona Frost
Recording Secretary
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LIBRARIAN'S REPORT
March 27, 1978
SERVICES:
National Library Week occurs April 2-8, 1978. We have a number of programs
scheduled such as Jane Jenkins for a special story hour, an exhibit on aging
in Colorado and also an exhibit from Morgan Smith on Colorado legislators.
Representatives from the Bibliographic Center for Research will be in
Aspen, April 6th to demonstrate computer searching to the Rotary Club.
We have recently received an extraordinary gift from Mary Waidner in
memory of Frew Waidner. There are approximately 50 8 mm films as well
as many, many works on literature and film criticism. Mrs. Waidner is
interested in continuing to donate one or two films per year to this
collection. A plan for circulating these films will be worked out to
allow access as well as protect them from damage.
Carol Pielstick will be working with the Aspen Valley Hospital next month
to plan a display at the library around National Hospital Week. Carol
is thinking about doing a history of the hospital for the display.
• A number of speical bookmarks have been prepared relating to "Books for
the Preschool Child", poisonous and non-poisonous house plants and also
one suggesting authors who write in the "Gothic Styl6".
The summer speakers series will be planned again for the summer and we
are looking for interesting topics. Some that we have thought about and
may use relate to photography equipment review, gardening, the Geology
of the Aspen area again, perhaps a program on good nutrition and a program
on canning and high altitute cooking. A program on interior decorating,
Aspen style has been suggested as well as one on consumer advocacy.
The library and the clerk's office are cooperating in using the clerk's
16 mm microfilm system. Julie Hane has offered time for the library to
film documents. One roll of film costs 10.00 for purchase and developing
and one roll carries 2500 exposures of materials in standard letter size.
New magazines have been arriving, Quest , Colorado Business and Alpine
Journal are three that have arrived so far. We will be receiving
Running World and Canoe as well.
We have a special gift from the law offices of Garfield and Hecht, a
directory of lawyers and law firms throughtout the United States.
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ADMINISTRATION
Judy Kolberg and I recently attended a workshop on Library Personnel Development
• at Lost Valley Ranch, Sedalia, Colorado. The Nebraska Human Resources Research
Foundation put it on and I hope to conduct some staff development enrichment and
communication exercises over the spring months. We need to work on better com-
munication amoung ourselves and also to develop an understanding for each other's
job and the particular pressures we experience. The workshop was worthwile in
my opinion.
Letters havebeen sent to the CETA office as well as the COG office suggesting
that the library would be able to take two people to work during the summer months.
A decision will be made in April as to the funding for positions in Western Colorado.
A letter has also gone to Jan Collins at MAA asking for a part time music student
to work during the summer months. The board will be meeting Friday, March 24
to discuss this position. Also, a letter has gone, -to the Thrift Shop requesting
funds to supplement the film collection donated by Mary Weidner.
During April the library will be conducting a survey of library users employing
a "pin map". Each person entering the library who is a county resident will be
asked to.,place a pin (red adults green children under 12) in the map nearest the
area where they live . Approximately 400 persons will be survey and the intent
is to determine where people live who use the library. We are particularily
interested to know if Redstone, Meredith or Thomasville residents come in to
the library on a regular basis. The results will be reported at a later meeeting
of the board.
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To: All Snowmass Village Residents
From: Barbara Prebble, Member, Pitkin County Library Board
Re Selecting a convenient location of Library Book Drop in
Snowmass Village.
We are interested in placing a book drop in Snowmass
Village for the convenience of library users in returning
their books. Please state your preference as to the loca-
tion of a book drop.
Please mark #1 for first choice and #2 for second choice.
A location near the Snowmass Village Post Office.
A drive-thru location at the main Snowmass Village bus stop.
(Hopefully to be placed on the left for your convenience
without getting out of your car.)
Any other suggested locations convenient to Snowmass Village
residents.
Please return completed questionaire to the box provided
at the Snowmass Village Post Office.
We would appreciate any additional comments`
•
MEMORANDUM '
March 27, 1978
TO: BOARD MEMBERS
FM: FOXIE KIRWIN
RE: BRANCH LIBRARY CONTRACT
It is my recommendation based on discussions with a number of public
library directors who have and work with branch libraries that the next
step in regard to branch library planning should be the design of a.model
branch contract. It is also my recommendation at this time that nofurther
action be taken to interest Snowmass or other areas in the county in branch
library facilities unless the Library Board is formally approached by an
authorized representative of the area. When and if a formai request is made
for branch service, the. Library Board would be able to negotiate with a contract
which had already been designed. Having this document already in hand would
eliminate any need to -establish special or individual contractor each individual
circumstance.
The elements which should be generally contained would be:
• 1. Escalation clause to insure that if population of service area increased
it would be responsiblity of the legislative unit':.to insure that their con-
tribution for space would also increase. ..This could be set on a scale
so that if population is less than 2,500 the size would be approximately 2,000
square feet. If the population increased to 4,000 the size of the building
or space would have to increase by another 500 square feet.
2. Terms for the responsiblity of payments would be established. The library
would take responsiblity for payment of staff salaries and fringe benefits,
the legislative body would be responsible for the rental of space or the
purchase of a building and the payment of the utilities, gas; water, electic.
trash and tlephone. The library would be responsible for purchase and
maintenance�f the collection and purchase of building and office supplies..
3. The contract would specify generally the method of payment from thea
legislative body and the time of year that payment would be accomplished
and other legal requirements.
4. Some provision should probably be made to allow for abolishment of the
branch if usage falls or population declines to extent that it is not
cost effective.
5. Some general guidelines should be established as to what would be provided
by the main library and what would not such as out of building programs,
children's hours and other services not directly related to the collection./
0 Proposed Changed to By -Laws
Article III Section 1
Regular meetings will be held on the
fourth Monday of each month, January through November,
beginning at 4 p.m. The annual meeting shall be held
in January and the annual calendar of Board meeting
dates shall be presented at that time.
1978 Meeting Schedule
February 27, 1978
March 27, 1978
April 24, 1978
May 29, 1978
June 26, 1978
July 24, 1978
August 28, 1978
September 25, 1978
October 23, 1978
• November 20, 1978
•
MCNAUGHTON PLAN
Cost Per month
307.50
Number of Books per mont
Oct.
1977
40
Nov.
1977
20
(1/2 quota mo.)
Dec.
1977
42
Jan.
1978
39
Feb.
1978
33
Mar.
1978
34
Average for
6 months
=35 books
per month
Average price per book per month
at 35 books ner. month = 8.79
Average price to purchase at
end of 12 months at 75% discount
(Based on past purchases)
average price 10.00 less 75%
2.50
• maintain approximately 30%
of the monthly total
27.50
monthly
total monthly cost
307.50 rental
27.50 purchase
335.00
•
BOOKS BY PUBLICATION DATE SHELVING
Proposed Cost per mont
Approximately 300.00
vary - number purchased would
depend on amount to be spent.
Sample:
January 9.74 per book
February 10.00 per book
discount expected of approximately
30%
Average price per book with discount
= $ 6.91
Add cataloging at .79 each
Average price per book with discount
= $ 7.70
Average expenditure of 335.00 per
month would purchase
43.5 book per month or approximately
8 more books per month than under
McNaughton Plan
INTEROFFICE MEMORANDUM
TO:
Mike Otte and Dick Clarke March 27, 1978
FROM:
Foxie Kirwin
SUBJECT:
Letter to Sandy Stuller regarding budget appropriations and
budget transfers
It was decided at the Board meeting that the attached letter to Sandy
Stuller should not be sent until you had reviewed it and were available to
make any necessary comments. I am enclosing the copies of memos which
are been sent back and forth. The original concern on the budget transfer
of 423.00 was that this was to be deducted from staff salaries but it appears
that this transfer is only for bookkeeping purposes since the 423. is the
difference between 12.5 and 12.4% fringe benefits calculation. (In other
words, when budget was prepared the Finance Office instructed that 12.5 was to
be used but now it appears that only 12.4 will be necessary.)
This letter will be rediscussed at the April 24th meeting and your comments
would be appreciated.
A tour of the Sardy house has been scheduled for April 24 at 11 a.m. also.
ie
PITKIN COUNTY LIBRARY
120 East Main Street
Aspen, Colorado 81611
(303) 925-7124
April 13, 1978
Sandy Stuller., County Attorney
Pitkin County Courthouse
506 E. Main Street
Aspen, CO 81611
Dear Sandy,
We would like to state our opinions regarding your memo of
March 23, 1978 to County Manager George Ochs regarding decreasing
budgeted expenditures for the Pitkin County Library.
According to the Library Law as stated in the Colorado Revised
Statutes the management and control of any library established is
vested in a board of five trustees who shall have the power to
have exclusive control of the disbursment of finances. It is also
made clear in C, R, S, 24-90-114 that a Library Board member can
only be removed from the Board of Trustees by vote of the legisla-
tive body which appointed them. Consequently, it seems clear that
the Commissioners have given the library in trust to the Board of
Trustees and any direct control of the library or finances must
be exercised by removal of a trustee or trustees for cause. The`
trustees have been appointed to control all financial disbursments
or in this case transfers from one line item to another.
In checking further, the Colorado School Laws 1976., Title 29,
Article I on Local Government Budgeting, states in Section 29-1-110
Adoption of Budget, that "on the day set for consideration of such
proposed budget, the governing body shall review the proposed budget
and revise, alter., increase, or decrease the items as it deems
necessary in view of the needs of the various offices, departments,
boards, commissions, or other spending agencies and the probable
income of the local government. The governing body shall then adopt
a budget setting forth the expenditures to be made in the ensuing
fiscal year There appears to be no provision for changes in
the budget once it has been approved. Certainly in the case of
the general funds the Commissioners have full authority to alter
individual line items, but this is their own budget. In the case
of the library fund there does not appear to be justification for
altering the budget once it has been approved and adopted.
•
0
In regard to your statements
requiring an annual report as to
report is made after the fact of
sume that the Board of Trustees h
line items of their budget. As f
as stated in 29-1-113 refers only
priation and has no relevance in
April 13, 1978
page 2.
concerning Section 24-90-118,
expenditures actually made, this
the expenditures and does not pre -
ave conformed to the individual
ar as is known, the budget law
to exceeding of the total appro-
regard to line items.
We hope this will clarify our position in regard to how we
perceive our control of the library finances. We feel that the
mechanism of a library board is designed specifically to solicit
citizen input and control of libraries in the State of Colorado
and we feel the library law spells out that we control any changes.
in the lime items amounts once the Board of County Commissioners.
have approved the total yearly appropriation for the library fund
through the budget. process. We realize that the matter of the
change in the fund balance amounts in this case is not a significant
fact since it is merely intended to clarify the accounting process
since more funds were budgeted to the line item for fringe benefits
than will be necessary. We do feel, however, there is a need to
make our position clear since there may be a precedent in the future
with a different Board of County Commissioners were there ever an
attempt to intervene in the library budget once the budget had been
set and approved - something we would feel the Commissioners would
not be able to do.
Thank you for your time and attention. We would be willing.
to discuss this with you further if any questions or comments arise.
Sincerely,
Sarah Smyth, Chairman
Pitkin County Library
Board of Trustees