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pcl.board.meeting.03-26-1979
iir - °172-- 6,,,,- ,,,=-- 1111/ Agenda Pitkin County Library Board of Trustees March 26, 1979 1. Roll Call of Members 2. Approval of mi'nutes from previous meeting, February 20, 1979 3. Statistics Monthly Report Financial Report 4. Reports Friends of the Library Snowmass Town Planning Meetings Music Room 411 5. Old Business Aspen Visual Arts Center Selection of New Director Pitkin County Personnel Plan 6. New Business Consulting Fees - F. Kirwin Clean Ing Contract Change in staff - B. Glendenning/K..C. Host Misc. Expenditures Next Meeting: Special Meeting, Tues. April 10, 1979 1: to 3:pm -at the Library • Regular Meeting, Mon. April 16, 1979 7:pm - Library Meeting room PITKIN COUNTY LIBRARY BOARD OF TRUSTEES Meeting: March 26, 1979 - 7:pm - Library Meeting room President Smyth called the meeting to order. Roll Call : Present - Sally Smyth, Dick Clarke, Mona Frost, Mike Otte, and Barbara Prebble. Also present: Judy Kolberg, Assistant Librarian The Minutes of the February 20, 1979 meeting were read and approved after adding the word 'permanent' to population increase at Snowmass Village in 15 years; and changing the word ' interview' to 'discuss' in the sentence - the Board will inter- view the chosen applications. Statistics: The monthly report was reviewed with questions concerning the drop in circulation of children's books, and in attendance during morning hours being asked. A possible answer may be the excellent skiing conditions in Aspen this year. The financial report was discussed at length. Mike Otte expressed disap- pointment in the fact that the financial statements provided by the county are not in keeping with the format that was promised and which had been provided for the month of January. He stated that the reports are impossible to interpret without making hours of additional calculations by hand. Tom Oken needs to make 111 two runs which will provide us with additional information. Otte moved that we be given, not only the monthly report, but, cumulative reports for the year-to-date. The motion was seconded and carried. Otte moved that we table the financial report until further information is received. The motion was seconded and carried. REPORTS: The Friends of the Library report was given. The Pitkin County Library staff prepared and mailed the letters to Friends with the help of two or three Country Day School students, paid by the Friends. Some dues are already being received. A discussion of expenditures from the Friends of the Library was the next item of business. ft was moved by Mona Frost, seconded and carried, that the purchase of an 8 mm and a 16 mm projector for the library be made and that the remainder of the $2,000 gift be used to buy micro-film. The total of $450 in the budget for micro--film is encumbered. Judy Kolberg is to make a list of books to be purchased by Friends of the Library and present it at the next regular meeting. Snowmass Village: There was no information available at this time about the Snowmass Village Town Planning meetings concerning a library building. 2. /11! • Music Room: The music room has a new Video-Monitor. It was moved by Otte, seconded and carried, that Judy Kolberg contact the County Attorney to find out from the legal point of view, what special problems the library should be concerned about with public use of the Video-Monitor and Tape- Recorder. Judy Kolberg discussed some of the problems the library is experiencing with Books-On-Tape. There are 17 titles on hand, but some are being misused or erased. She suggested that the library purchase blank tapes, copy from the expensive regular Books-On-Tape and circulate the copies. It was moved by Dick Clarke, seconded and carried that $250.00 be spent to purchase blank tapes for this purpose and that Judy investigate competing Book-On-Tape companies and also State Library Book-On-Tape for the handicapped. OLD BUSINESS: Aspen Visual Arts Center: Judy is to explain to Philip Yenawine that the Library will support the center by 1/3 of their budget up to but not more than $3,000. We are not to spend all of the $3,000 until they raise their 2/3 of the total . In lieu of actual monies, we could lend them some of our art collection. They must understand that our money could be a one time, one year deal . • Selection of New Director: Fourteen applications have been processed for further decisions, with forty-four new applications to be processed. The committee will process the 44 this week and will then, with the 14 previous applications, give them to the remainder of the Board for study and grading. Otte moved that we consider March 26th the deadline date for receiving and con- sidering applications. It was seconded and carried. Barbara Prebble was appointed to serve on the screening committee. Pitkin County Personnel Plan: There will be no change in the sick leave policy. NEW BUSINESS: It was the unanimous decision of the Board that Florence Kirwin not be hired for a two-month period as County Librarian. If she is needed for consultation, she will be paid consultation fees. She is to examine the Pitkin County Community Analysis Report for errors or corrections. Cleaning Contract: Judy Kolberg reported that Micah Coburn has asked for a change in his contract from $320 a month to $420. He has, in fact, broken his contract by not fulfilling the work program outlined in the contract. The Board will look for new personnel for a cleaning contract. If no one else has a contract by April 0 1st, Micah will be given the additional $100 for the month of April . 3. SChange in Staff: Judy reported a change in staff. Bonnie Glendenning is leaving, and K.C. Host will be her replacement. K.C. has been a previous employee. Her employment status on the personnel manual will be at her previous grade level . Misc. Expenditures: Judy stated that the School District has light bulbs for sale of the same size that the Library uses at a much cheaper price than could be pur- chased elsewhere. It was moved by Mona Frost, seconded and carried that Judy purchase the bulbs for a total of $57.25. Since there was no further business, the president adjourned the meeting. Mona Frost Rec. Secretary • • Librarian's Report March 26, 1979 ADMINISTRATION: The library has had several meetings with both Philip Yenawine and Cinda Erdman regarding the library for the Aspen Center for the Visual Arts. We have received an almost complete list of books and periodicals to be ordered for the library and we should begin doing that shortly. Related to the Visual Arts Library, this library has applied for funds for a WICHE intern who will be available to work on the Visual Arts Library for a period of 12 weeks. Matching funds were budgeted for this year although the minimum now is $1,150. and not the original $1,000. . We should hear from WICHE within a month or so. The Juvenile inventory is nearly complete. There are some loose ends to clean up but hopefully there will be some change in the circulation of the non-fiction with the addition of new subject headings in some instances and the weeding out of dated material . The YP inventory is progressing, although, rather slowly. We had hoped for some help from at least two of the alternative sentencing participants, but, due to work scheduling problems, we have seen little from either of them. The Sheriff's office is aware, and we are managing with our usual volunteers. Helen Sullivan has given a June deadline for this inventory. The Brodart Sysdac system is unfortunately still not operational . We have finally • received all of the supplies, but discovered that the dater apparatus was never received. We have notified Brodart and they are sending us these plates. We hope to have everything functioning smoothly within the next couple of weeks. The Friends of the Library mailing went out on Tues. March 20th. We have already received serveral responses. SERVICES: After a discussion with Helen Sullivan and Hilda Thurston, we have decided to change the time of the Friday afternoon children's film from 4:30 pm to 4:00 pm. The reason being primarily due to the noise generated by the children having to wait 22 hours from the time they arrive at the library until the time the film starts. It does not seem to have caused any confusion, attendance appears to have remained the same. We will have to watch this in the future. Also the problems which had existed with the Colorado Film Service seem to have worked themselves out. The last Smithsonian Exhibit, "Photographing the Frontier", was packed and shipped on March 5th. Unfortunately, we have no attendance figures since the Community Center, which was to organize volunteers to sit the exhibit, could not get any. In the Music Room there is a new Video Monitor which seems to have pleased every- one who has used tt. There are also new hours for the Music Room, which correspond to the rest of the library, Monday thru Friday. Dan Dupill has rearranged his schedule in order to cover the additional hours. Since this new schedule is on a • trial basis, there has been no formal publicity. After checking the statistics at the end of this month there should be some discussion as to whether this schedule should continue. MISCELLANE©US: There is, we are told, a possiblilty that at the end of April , the school system will be on a one bus schedule, in the afternoon. This means that the elementary schools will be dismissing at 3:15. Since the library has story hour at 2:45 pm, this new schedule will have to be studied to see if it has any impact on the attendance and circulation for the children's room. In addition, the Community Center has scheduled an arts and crafts program at the same time as story hour. This too may eat into the attendance. Having discussed this with Hilda Thurston, we have decided not to do anything with the time of story hour and to simply see what happens. Very often this age group, elementary school age, does not attend story hour and so there would not be much effect at all . Judith A. Kolberg Assistant Librarian • 40 0 0 4 0 0 4 0 0 0 0 fa 0 0 . 0 4 4 4 4 I I I � 0 1 I 1 $ i 1 e O ;• a O O O ' a0a a�a ! a a'.a o 0 O 0 O .8 O a O a I 0 a a a s a a 0 O o a O O / • • • • I • • • • • • • • - ♦ • • • 1 cc. -• as aa r I 0 ,Cl LP1 JI 0 C .�..0. 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