HomeMy WebLinkAboutpcl.board.meeting.04-24-1978Agenda
Pitkin County Library
Board of Trustees
April 24, 1978
1. Roll Call of Members
2. Approval of Minutes from previous meeting, March 27, 1978
3. Statistical Reports
4. Old Business
a. Building Expansion
Sardy House Tour
Handicapped Barriers Ordinance
b. Branch Library
Discussion of model contract for service
Book Drop Questionnaire results
C. Library Policy
Contract for Librarian
Library Policy Manual
d. Correspondence
Letter to County Attorney Stuller
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5. New Business
a. Date change for May Board Meeting due to Holiday
b. Three Rivers Library System
Election of Representative for Pitkin County Library
c. Patron Registration Computer Proposal
d. Credit Cards Applications
e. Personnel Matters
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LIBRARIAN'S REPORT
April 24, 1978
SERVICES:
New circulating art prints are now available to the public. The
prints include works of Rockwell, Braque and Picasso. Already a
number have been checked out. The prints are owned by the library
and all 11 were purchased from the Michael Bouchet Gallery in town.
The library will begin to offer a new service on receipt of the
first four Books on Tape -that have been ordered. The titles are
the Spy that Came in from the Cold, Trinity, Walden and Down the
Colorado with Major Powell. The books are recorded in full and
are,=not condensed. Trinity is on 12 one-hour cassettes. We have
had a number or requests from the public for these type of tapes
especially since a news feature was done on the tapes about one
month ago.
The Denver Art Trek van will be in Aspen August 21-24. I called
the Museum and arranged the visit. The City of Aspen coordinator
has been notified and a space will probably be found in the mall
for the van. The library will be listed as a primary sponsor.
There is no charge for this visit.
• I am presently doing research to determine if we would be able to
write a small grants to the Colorado Humanities Program to obtain
funding to bring at least one Smithsonian Exhibition to Aspen
during the summer months. 1 will report on this in greater detail
once more facts are known.
The children's room collection has been moved around to make more
shelving room. The non fiction is now shelved around the walls
which will make searching easier for adult s and children alike
The first of Friends purchases have been received, the New York
Times microfilm for 1943 plus subject index have been received.
These are no -charge gifts for ordering the N.Y.T. on microfilm
for 178. The microfilm will be valuable since it covers a
war year, a popular topic for school reports.
ADMINISTRATION
A number of changes have occurred around the county which affect
the library. The new personnel director, Phyllis Kenny will be
working to have a current salary schedule and job classification
study complete by July in sufficient time to be used in the budget
process.
All county employees are now covered by a dental plan which went
• into effect, April 1.
page 2.
The Commissioners have adopted a uniform meal allowance policy for
employees traveling on county business. All employees will be re-
imbursed 2.50 for breakfast, 4.00 lunch and 7.50 for dinner. Ex-
penses in excess of these amounts will be paid by the employee.
The music room has been repainted, the Colorado case has been
moved downstairs in anticipation of the arrival of the new case
and the gift prints from COSH studios are hanging on the walls.
We have already had a number of favorable comments on the changes
from the public.
Dan will be attending a conference on Music Library topics at
CU, May 18. Helen will be attending a workshop in Denver on
Interlibrary Loan procedures this spring.
The carpet will be installed April 29, 30 over the weekend.
Personnel from the county maintenance department will help
with moving furniture and equipment. The library will close
early on Friday in order to move furniture.
A generous gift from Tom Benton has been received by the library.
Joan Lane presented to the library a set of Tom Benton posters,
dealing with local affairs which were done from about 1969 until
1976. These are lovely and a number will be framed and hung around
the library. The remainder can be stored in the new Colorado case
which has large flat drawers for poster and map storage.
•A number of panels for modular office space have been obtained
from Colorado Mountain College at a very reasonable cost. Orig-
inally 900. was budgeted but we will be able to obtain the necessary
panels for 225. The panels will enable us to create office space
for Judy and K.C. in the room below the main stairs.
The police chief, Marty Hershey has contacted the city manager
requesting that no parking signs be placed in the alley behind
the clinic to keep it open for possible fire access.
We are working on another Sheriff's Letter which we hope to have
ready to send by May 1. These letters would go to all persons still
holding 1977 overdue books.
Florence M. Kirwin
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0 MEMORANDUM
April 21, 1978
TO: BOARD MEMBERS
FM: FOXIE KIRWIN
RE: COMPUTERIZATION OF PATRON REGISTRATION FILE
It is my recommendation that 2,000 budgeting in 1978 for
a sign system for the library be reappropriated for the purposes
of computerizing the patron registration information presently
in paper form stored at the circulation desk.
Activities for this project would involve the following.
1. System Design and Programming. To be done with help
of County Systems Analyst Tom Oken and County Programmer
Bruce Anderson. Product would be similiar to computer -
programs already in use by county, voter registration
list, vendor list and financial reports are examples.
It is my estimation that the county system is well
established and we would not be facing a system which
• had not been debugged.
2. I have checked a number of sources to determine that
the proposed computerized file can be done for the cost
cited, that the cost is not out of line and that the
capabt Utf,es will be what I have expected them to be.
I have talked with my, 'brother in law who works for HEW
in computer program design and he believes the price and
use of the program will be excellent. I have also spoken
with Rick Richmond at Pikes Peak Regional Library District
in Colorado Springs. He has reviewed proposal and believes
cost is very low and program should function very well for
US. Richmond is both a computer analyst and a librarian
so he is familier with this type of ist program and designed
a similiar one for Pikes Peak whic has been in operation
for about a year.
3. Tom Oken has assured me that the library would be given
time on the terminal and that we would be able to produce
lists and make changes according to our needs.
4. I would have to work with Tom Oken to design special
patron registration form5and releasee which would allow us
to use the patron registration list as a mailing list for
the library.
• 5. Tom Oken has also considered the fact that we would like
to have the Friends Membership List as well as the Friends
Prospect list on this program. This can be done. 'Entries
will be coded to reflec whether person is patron, friend
or pros
pect, Additiona information that will be included
2.
will be date and amount of last contribution. This should greatly
simplify Friends annual solicitation. All lists would be run in
label format if desired which would simplify mailing of Friends
newsletters and prospect mailings. All additions of names and
corrections of addresses would be made at terminal and the list
would automatically insert names in correct sequence eliminating
retyping and editing
The advantages for the library would be:
1. On overdues, K.C. would be able to take book card with
Gaylord patron number to terminal, key in numbers only and the
labels for sending overdue notices would be generated. AT
present she must take book cards, look up Gaylord number in
the books of numberical listings, get patron name and then look
in the patron registration card file located at the desk. Once
she has the address and name she must type the name and address
on a overdue slip along with the books which are overdue and send
it out.
2. Another advantage would be at the circulation desk since
presently in case of overdue books with a particular patron, K.C.
must go through procedures listed above, if books do not return
patrons name must be added to a typewritten list of patrons with
bad accounts Each time names are added it is desirable to retype
list since arrangement is aphab-etical by last name. The computer
list of problem patrons could be generated by either last name or
• Gaylord card number or both which would result in easy lookup.
3. Registration of patrons and use of the library would
be another advantage of the computerized system since changing
names, addresses and other information would be simply accomplished
on the terminal without making cross out entries in the patron book
or on a card. All dates of issues of cards as well as expiration
would be available and it would be possible to do a study of what
percentage of the registered patrons were using the library by a
simple check off of the computer list during a selected study period.
4. The last and most exciting reason to computerize:_ weuld be
the capability to send tailored information to our "customers". We
would ask what they want in the way of reading information and special
booklists, information on special events and programs could be selectively
channeled to patrons on the basis of the choices they made at the time
or registration.
C�
is
MEM0RANDU1•1
Foxi a Ki rwi n
FROM: Tom Oken
DATE: June 15, 1977
RE: Computerized Library Patron file
PROJECT
1. Set up initial file of 6,000 records (See attached file description).
2. Provide capability to add, change, and delete records via on-line terminal. `
in courthouse
3. Develop sorts and programs to provide the following printouts:
a. Alphabetical listing and mailing labels
b. Numerical Listing
c. Listing and nailing labels by reading preference
d. Listing by age group _
• e. -Listing by occupation code. .
�f. Numerical overdue flag listing -
. L
g. Alphabetical overdue flag listing
ESTIMATED COST
$650.00 Systems Design, Implementation Training and Support
550.00 Computer Programririu
AY
1000.00 Data Entry
�`� $2d0i1.00
NOTES
1. Costs not included in estimate:
a. Application Forms.
b. Review of data entry for accuracy -assume library personnel will
perform this function.
c. Data Entry after input and correction of the, iIli tial 6,000 records.
d, tailing labols, forms, and other operating supplies.
pr22. Space for an additional 69 characters per record is available for enlarging
the size of current fields or adding more information on each patron..
3. Free time during the day for data entry on the county's terminals is currently
limited to approximately t.,,o hours per day. At that rate, it a:ould take
a part-time employee 20 weeks to cowp,ete the initial data entry. Additional
after-hours tine might be available, however.
LIBRARY PATRON FILE
field
size
space reqd
1.
Index
6
6
2.
Last Name
14
1.4.
3.
First Name
10
10
4.
Middle Initial
1
1
5.
Address
25
25 .
6.
City/State/Zip
25
25
7.
Phone #
7
4
8.
ID # (Soc. Security or Driver's License
10
10
. 9.
Parent,pusiness, or permanent address -- Line 1
25
25
10.
Parent,Business, or permanent address - Line 2
25
25
11.
Parent,Business, or permanent address - line 3
25
25
12.
School Code
-13.
Age Group
1.
1
14.
Occupation Code
3
2
15.
Reading Preference 1
3
2
16.
Reading Preference 2
3
2
17.
Reading Preference 3
3
2
18.
Overdue Flag
1
1
Currently Unused Space
69
TOTAL RECORD SIZE
250
File Size: 6,000 Records, 1.54 megabytes
Gt{:er Information that. might be included:
Daae of Issue
Date of Expiration
r
Mr. Robert Audretsch
Three Rivers Library System
Box 396
New Castle, CO 8.647
Dear Bob,
�i
On April. 16th, the Pitkin County Library Board of 'trustees elected
Mona Frost to serve as representative to the Three Rivers Library Service
System. Would you please send a copy of the 1979 budget, current Bylaws
and any other system information to Mrs. Paul. Frost, P.O.Box 632, Aspen,
Colorado 81611.
Please, also,nate that the Pitkin County Library Board is comprised
of the following trustees who all should be on your mailing list for the
Channel.
Richard Clarke, Box 4229, Aspen
Mona Prost, Bft 632, Aspen
Michael. Otte, Box 11299, Aspea
Barbara Prebble, Box 5668, Snowmass Village, CO 81615
Sarah Smyth, Chairman, Box 3665, Aspen
Sincerely yours,
Rona Frost, Secretary
Pitkin County Library
Board of Trustees
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