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HomeMy WebLinkAboutpcl.board.meeting.06-25-1979 nd Pitkin County Library Board of Trustees June 25, 1979 1. Roll call of members 2. Approval of minutes from previous meeting, May 21, 1979 3. Statistics Monthly Report Financial Report 4. Reports Friends of the Library Snowmass 5. New Business By-Laws/Policy Manual Budget Snowmass (Card Catalog) Centennial Film Insulation of Roof R Next Meeting: Special - July 16th - 7:PM Regular - July 23rd - 7:PM in the Library Meeting Room MINUTES of the June 25th,1979 meeting of the Pitkin County Library Board of Trustees Meeting was called to order by President Sally Smyth. Roll Call : Present: Sally Smyth, Barbara Prebble, Mona Frost, Librarian Kathy Costello, and Assistant Librarian Judy Kolberg. Also present was Pauli Hayes, Aspen Times Reporter. Absent: Mike Otte & Dick Clarke. The minutes of the May 21, 1979 meeting were approved. REPORTS: Statistics: Monthly Reports - Children's Room attendance and circulation were down. Reasons given were lower school enrollment, outdoor education programs with children out of town, and summer recreation programs starting. Circulation of paperbacks in down. It was the concensus of the Board that more or better publicity might increase use, especially by non-library card users. Financial Reports - Acceptance withheld until Board Treasurer-examines the • report. The figure of 93%, regarding encumbered book budget, does not reflect actual expenditures since discount percentage was not figured in. There is also a discrepancy regarding special project consultant line where money was transferred to pay for the microfilming of County documents. The library expects to be reimbursed for this expense by the County's Clerk's office later in the year. Also questioned was the contracted maintenance line where 102% of the budget has been used and/or encumbered. This was due to the increase in maintenance when the new service contract was approved. Friends of the Library: Report will be postponed until the next regular meeting. Snowmass Village Report: Mayor Jack Schuss spoke with Barbara Prebble and Judy Kolberg about the possibility of providing some space, free of charge, in the Snowmass Town Conference Room, which will be in the new shopping/business cneter, when the center or facility is finished. It was mentioned that the branch would serve an estimated 1000 residents. Providing a complete duplication of the card catalog on microfilm or fiche would cost approximately $15,000. By-Laws Changes - The Board presented several changes in the By-Laws. These will be typed and sent to members before the regular meeting in July. They will be voted upon at that meeting. Also discussed was an update of the Policy Manual . This update will also be voted upon at the regular meeting. AI. . NEW BUSINESS: New Board Members: Legal notices for applications for three mew members for the Library Board will be published in the Aspen Times. The new members are to replace resignations in August of Sally Smyth, Mike Otte and Barbara Prebble. Library Budget for 1980: On July 16th a special meeting of the Board will be held for preliminary work on the 1980 Library Budget. The regular meeting on July 23rd will take up regular Board business plus continue work on budget. Centennial Film: The Centennial Film Committee has asked the library for a donation of $2,500 to help out in costs of filming. The Boards' decision was not to spend that amount of money on this project. Community Ananlsis: A study of the Community Analysis will be on the agenda for the next regular meeting. Roofing: The problem of insulation and roofing is scheduled for the July meeting. The City of Aspen has allocated $2,500 for the library to spend on this project. Other Business: 1. It was moved and seconded and carried that Sally Smyth be reimbursed for postage and telephone calls in the search for a new director. 2. Discussion was held regarding the security of the library in the 411 evening, after Helen Sullivan's bicycle was vandalized while parked in the rear of the building. It was decided to advise the staff that they are permitted to bring their bicycles into the building for safety. Meeting adjourned by the Chairman. Mona Frost, Secretary LIBRARIAN'S REPORT • Administration Renate Uhl has resigned effective June 15th. Beth Nelson will take over Renate's hours during the week and also work on the weekends until we can find someone to take over Beth's time on the weekends. Dan's reclassification has been approved and all necessary information has been sent to Phyllis Kenny to be submitted before the Personnel Review Board, June 21st. Joyce Fishbane has been working as the WICHE Intern since June 12th when she arrived in town. She has been processing the library material for the Visual Arts Center. She is excited about the project and is doing an excellent job. The MAA has funded a Music Student to work in the Music Room this summer for 20 hours per week. We have tentatively hired a student, Melodie Thorns. Final approval will be contingent on a short interview with her when she arrives. Attached is a copy of a memo from Brian Stafford to George Ochs regarding a pro- ject initiated by Foxie Kirwin to have County Documents microfilmed (MicroFiche). Foxie indicated that the County was to pay for the filming, but the County Manager recalls no such agreement. Therefore, we have spent an additional $900.00 (which was transferred from the Special Project Consultant line) which may not have been necessary. There is apparently no documentation on this matter other than a grant submission to undertake funding for the project and which was denied. • Perhaps some discussion is necessary in order to clarify the situation. We can replace these revenues at a later date should it turn out that the county is to have paid all or part of the bill. Aspen Tutoring has been contacted regarding the use of the Meeting Room for profit. They understand our position, but, perhaps this matter needs further discussion since tutoring is an educational activity and not solely a profit making venture. Services The Snowmass Book Drop is in place. We hope to get publicity from the newspaper in Snowmass Village, as well as word of mouth. Comments thus far have been encouraging. The Book Sale, Friday and Saturday, June 15th & 16th, made $539.00 Amelia Trentaz will be taking her vacation July 19th-Aug. 3rd. Judy Kolberg will be taking vacation time July 9-22nd. The Library is sponsoring an exhibit of photographs by Art Gore, through the 4th of July. We have had a good reaction to the exhibit. Barbara Prebble and Judy Kolberg met with Jack Schuss in Snowmass Village on June 4th, to discuss a Library facility there. We had a tour of the new Snowmass • Shopping/Business Center, where the new Snowmass Village Town Offices will be located. There is a possibility of space being made available there for books and materials. Space would be part of the town offices. page 2. • The 'Overdue' letter has been sent to delinquent patrons. We have received some returns of overdue materials and some fines have been paid. The reaction has been fairly positive. We have encountered no hostility or resentment on the part of the patrons. The Phone Company will be installing a new pay phone in front of the Library this week. It will be free of charge and completely indestructable. The present one is in complete disrepair. • PITKIN COUNTY LIBRARX MONTHLY REPORT for MAY 1979 , • Amok 1979 1978 Month Cum. Month Cum. Month Cum. CIRCULATION BOOKS: ADULTS 3402 15086 3096 12485 + 9.88 + 20.83 CHILDREN 608 3694 690 5220 - 11 .88 - 29.23 PAPERBACKS 305 1877 385 1956 - 20.78 40.39 CIRCULATING MAGAZINES 14 53 19 99 - 26.32 - 46.46 SUB-TOTAL 4329 20710 4190 19760 + 3.32 +. 4.81 AUDIO-VISUAL AIDS 120 752 89 383 + 34.83 + 96.34 INTERLIBRARY LOAN 92 414 63 352 + 46.03 + 17.61 TOTAL 4541 21876 4342 20495 + 4.58 + .6.74 ATTENDANCE MORNING 276 1629 445 2977 - 37.98 - 45.28 AFTERNOON 2138 13056 1636 9380 + 30.68 + 39.19 EVENING 773 4059 707 3696 + 9.34 + 9.82 CHILDREN'S HOUR 131 841 123 636 + 6.50 + 32.23. CLASSES 0 203 68 246 MUSIC ROOM DAY 635 4132 425 2433 + 49.41 + 69.83 EVENING 126 655 71 316 + 77.46 + 107.28 MUSIC ROOM USED AS STUDY AREA 95 407 44 331 + 115.91 + 22.96 TOTAL 4174 25091 3519 20015 + 18.61 + 25.36 BOOKS ADD1!) doGIFTS 83 136 PURCHASE 265 374 BOOKS WITHDRAWN 53 240 RECORDS ADDED 40 26 RECORDS WITHDRAWN 0 0 REFERENCE QUESTIONS: INFORMATIONAL 430 DIRECTIONAL 153 REFERENCE 7 TOTAL 590 448 VOLUNTEERS: LIBRARY MUSIC ROOM FITZPATRICK, E. 12 FISCHER, E. 9 KRAUSCH, B. 9 FROST, M. 6 MILLARD, M. 7 1/2 HALL, J. 14 LANE, F. 9 LANE, J. 6 MOHLING, G. 8 WORDEN, L. 15 VOLUNTEER TOTALS: LIBRARY: 28 1/4 MUSIC ROOM: 67 IIILQUESTED RECORDS: 472 MAY 1979 STATISTICS FROM CHILDREN'S ROOM: • ( INCLUDED IN MONTHLY REPORT TOTALS ) ATTENDANCE: MORNING 276 AFTERNOON 2138 EVENING 773 INFORMATIONAL QUESTIONS 120 DIRECTIONAL QUESTIONS 3 110 • 411 MAY 1979 MONTH CUMULATIVE ADULTS USING MUSIC ROOM 234 1619 CHILDREN USING MUSIC ROOM 184 1809 • • MEETING ROOM USAGE MAY 1979 ORGANIZATION # MEETINGS # ATTENDING ASPEN TUTORING 1 2 DIVINE LIGHT MISSON 2 21 INTERNATIONAL MEDITATION SOCIETY 1 10 OWENS, CLAY ( TO VIEW FILM ) 1 6 PARE, RAOUL ( TO VIEW FILM ) 1 1 PITKIN COUNTY LIBRARY BOARD MEETING 2 10 WOODYARD, DAVE ( TO VIEW FILM ) 1 15 • • Attachment II = O F- . 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Z D • . • • . . • . . . . . 5 . . • . e . . •4 Cl• - •t r V 0 C Q• C-4 W 44.O N 03+4 0 0- 04,-. C r Vt 7:P W N--O Vt V) - C 'viva z m i 0 W P Q7 VI0N 0- PP -0.0 -0.103 0-•- .0N O•PPNOW 00 07 o.........1 C) •• 000'-JWC 04)0W09W W 030004+ ,p .00 ..047CWOC3300 NWN)VC441 • • • • • • •. • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • 03 0 • O N P W A 03 C C O W C O V 1 0 03 0 s 0 03 V 1 0 C .1"4-00-4,404,a0- 00 .001440W 0 O C-0 V1 VI P.V O O R 0 r0 0 0-W•.--0 0 CV O O W R7 47 0 P O S P O O N O 4+O W C) 0 1 1 4 4 1 1 • 1 1 • 8 -1 1 -r ..• J r MEMORANDUM DATE: May 22, 1979 TO: George Ochs . � • 1110 A FROM: Brian Stafford RE: Library Microfiching of County Documents I talked to Judy Kolberg on Friday, May 18 , 1979, regarding a I billing the Library received for microfiching County documents. The bill was for $899. 18 and she informed me that you had f agreed with Foxie Kirwin to pay for the bill in the event that 1 a grant could not be obtained to cover it. I checked with John Eldert and found out that neither the Library nor the County Commissioners have budgeted for this expenditure. E4 Therefore, I asked Loretta Banner to cover this expenditure out ! of her budget and she has tentatively agreed" to do so. She would , . (" like to have the Commissioners appropriate approximately $2000 which her department will receive for selling a piece of office . equipment. This should help cover this $900 billing. Assuming Loretta agrees to the above program, I will ask John Eldert to make the necessary ch-.nges within Loretta' s budget and to request that the supplemental appropriation of $2000 occurs at the time of the sale. cc: Loretta Banner John Eldert BJS:km III . e PLEA MAKE MAKE CHECK BRANCH 2 BRANCH 4 BRANCH 6 PALE AND MAIL TO DAKOTAGRAPHICS INC. DAKOTA MICROFILM SERVICE DAKOTA MICROFILM SERVICE °AC Zie1OW:. 9655 W.COLFAX AVE. 501 N.DALE ST. 345 N.ORANGE AVE. 9655 WEST COLFAX AVE. LAKEWOOD,COLO.80215 ST.PAUL,MINN.55103 ORLANDO,FLA.32801 LAKEWOOD,COLO.80215 303 237-0408 I 612 222-3777 305 425-0566 303-237-0408 • 2 , IF DIFFERENT THAN SOLD TO S Prt-44. °curry LIBRARY 0 , RE.CEN ED T-11V 12 141, L 0 • , DI s , co8i6u , f! )4g3). FLO Li 0 0 CUST.ORDER NO. CUST.ORDER NO. c..T.NO. INVOICE DATE BRANCH INVOICE NO. CUST ORDER NO. OUR ORDER NO. CODE 61439 27.150 2 3048 QUANTITY PRODUCT f DESCRIPTION • UNIT PRICE AMOUNT CODE 911h- 5-4801 IrVIET cr iltPORTS .056,CE&, 510.V 5-1601 3544 PLANETARY' ItMLIt OF Wile corm= IN 1.00,,E, 53.00 ' REPORZS • 204 5-1801 TIM laCROFICHE 41.1,Mte =1:194 JA ern .1.00/EA 204.00 FUN LOADI-it- IDEX13110 (2 SMOS) IMIao DuPLIvT3 micaoncts cOPIFS .30/1%, 122.40 07 KOMI ,TACICETt7 5 4L1 UPS sitxrPriu 1110. 695#.1b UR PRPD CKG BACA: MB 144 f.0-47-4-;* PAY LAST SHIPPING INFORMATION AMOUNT SHOWN All&A DUPLICATE INVOICE TERMS: NET 30 DAYS FROM DATE OF INVOICE - s • ••• • ,• - • • . •• • • • • • • • . . ••• ••• •.. • -•• ,, • •4 • • • • • ,'`.‘ . _.• , , • , -w V l't ! ',#e' ' ' ' '' COiORAdO STATE 1_41R4tty' 1 , / !.'N 1362 LiNcolN SituEFl i ..4 ;r � DENVER,Coiou do 80203 • �.r ( -: k.ax MEMORANDUM N TO: Letter of Intent Applicants FROM: Kay Fletcher, Consultant, Library Distribution Programs DATE: January 26, 1979 SUBJECT: LSCA TITLE I (FY 78) Letter of Intent Thank you for your LSCA Title I Letter of Intent. Preparation of full proposal is: Encouraged. We feel your Letter of Intent meets the criteria set forth — in the Guidelines for the Grants (page 10). XDiscouraged. We feel your Letter of Intent does not meet the criteria set forth in the Guidelines for the Grants (page M. • Encouraged with Modification. We feel your Letter of Intent meets the criteria set forth in the Guidelines for the Grants, (page 10), with modifications. The comments and/or recommended modifications for your Letter of Intent are on the attached page(s). These are individual comments received from a variety of sources--LSCA Committee of CCLD, CSL staff members, and other persons with special expertise. Therefore, there may be conflicting comments. The following motion was made by the Colorado Council for Library Development at their July 28, 1978, meeting: ".. .that it be clear no cutting at the Letter of Intent stage will be done except for ineligibility". Thus, these comments are to be used as a helping tool in writing your full proposal and does not mean that you are assured of funding. Please note that networking equipment or other equipment which can be leased cannot be purchased through this program; however, lease-to-purchase equipment can. Pages ll & 12 of the revised Guidelines will give you information on the procedure for evaluation and time schedules of full proposals. In submitting a full proposal , use pages 26-45 from the Guidelines (9/77) and be sure to exchange pages 26, 30, and 40 from the revised Guidelines (10/78) sent to you. Deadline for filing full proposals is February 231 1979. Please feel free to call or write if you have questions or need any consultative assistance in preparing your proposal . 111KF:ap COMMENTS AND/OR RECOMMENDED MODIFICATIONS: LETTERS OF INTENT, LSCA I , FY 1978 Project # 78-1-55 Amount Requested: $ 20,500 Applicant: Pitkin County Library • Check type of Proposal intended (ONLY ONE MAY BE CHECKED): / / Exemplary/Innovative/Model Projects /7 Special Client Groups / / Institutionalized/Blind & Physically / / Networking Handicapped / x / Public Library Services / / Rural Library Services Comments and/or Recommended Modifications: This project could be funded as a pilot project as a similar project may have been funded in the past. It has been suggested that approval be delayed until a new county librarian is employed and until COIN reaches a decision on format. The problem COIN would face in this proposal would be adding on-line the 63 counties, 200 municipalities, and 2000+ special districts. Aren't bidding procedures required before a contract for $10,000 can be signed with a "local vendor". • •