HomeMy WebLinkAboutpcl.board.meeting.08-20-1979 AGENDA
Pitkin County Library
of Trustees
August 20, 1979
7:00 1. Election of Temporary Chairman
2. Roll Call of Members
3. Election of Officers
7:15 4. New Board - Indoctrination
5. Approval of minutes from previous meeting, July 23, 1979
6. Statistics:
Monthly Report
Financial Report*
7:30 7. Old Business
Friends of the Library
By-Laws
Expansion
Budget*
Insulation
411 County Microfilming
8:30 8. New Business
•
Next Meeting: Sept. 18, 1979
7:pm
Library Meeting Room
• MINUTES of the August 20, 1979 meeting of the Pitkin County Library Board of
Trustees.
The meeting was called to order at 7:pm by general consensus.
ROLL CALL: Present: Dick Clarke, Bob Gile and Pete Stone, trustees; Elva
Fitzpatrick and Joan Pomeroy, alternates; Kathy Costello, Library Director.
Absent: Mona Frost and Jamie Hall , trustees.
Election of Temporary Chairman: The first order of business was the election
of a temporary chairman to conduct the meeting. Dick Clarke was nominated to
serve in this post. Pete Stone moved the nominations be closed, seconded by
Elva Fitzpatrick, and Dick Clarke was elected.
Recording Secretary: Dick Clarke asked that Kathy Costello act, at least tem-
porarily, as the recording secretary for this meeting. This was agreed upon.
Election of Officers: The temporary chairman appointed a nominating committee
consisting of Pete Stone and Mona Frost to report at the next meeting with a
slate of officers for the Board.
New Board Indoctrination: Handouts were distributed to the new Board members.
Included were copies of the Community Analysis for the Pitkin County Library,
Expansion Alternatives for the Pitkin County Library, copies of the state library
law and sections of the County Code which relate to Boards, and the library's
. Policy Manual . Additional material will be mailed on the following day.
By-Laws; A committee consisting of Mona Frost, Dick Clarke and Kathy Costello
was appointed to study the by-laws in an attempt to bring them in line with
provisions of the County Code. It was decided that revisions which had been
considered at the previous meeting be tabled until the report of this committee
is received. One change which was suggested was the changing of the meeting date
to 7:pm on the third Tuesday of each month, rather than the third Monday.
Kathy Costello was appointed to talk further with Sandra Stuller, the County
Attorney, about the status of alternates on the Board. One question needing re-
solution is whether alternates are automatically ,,,pointed as trustees when the
present trustees' terms expire.
Minutes of the previous meeting, July 23, 1979 were read. Dick Clarke suggested
that they be revised to read as follows:
Expansion: The president had discussed the set-back regulations with
Mr. Duesterberg of Benedict-Mularz, Assoc. , and also about the possibilities
of adding space to the library on the patio, including a 2nd story. They
determined that there would be no problem with zoning or set-back regulations
if the library were to be expanded there . . . .
The minutes were approved as amended.
Monthly Report: The library use statistics were discussed. Questions were
raised regarding format. The librarian agreed to look into the reporting process
and possibly change the format of the statistics.
page 2.
• Because of the noticable drop in the circulation of juvenile materials, the
Board suggested that the age limit for next year's summer reading program be
changed to include older children than were in the program this year. It
was also suggested that the staff should work harder next year to "sell" the
program to the children.
Friends of the Library: Dick Clarke pointed out that the time is near for the
annual membership drive for Friends of the Library. Possible committee members
to work on the campaign and the Friends program in general were discussed. It
was decided that Jamie Hall , Kathy Costello, and Dick Clarke should make up the
committee, provided that Jamie is able to serve.
Possibilities for obtaining a current mailing list for the area were suggested
in order to better distribute the membership materials. Dick Clarke will check
with the County Clerk's office to see if they can provide the library with any
listing of citizens. Kathy Costello will ask for a computer print-out from the
County of the Library's registration file, and will request a listing from BOLD
of addresses known to be out of date.
Dick Clarke asked Kathy Costello to prepare comparative monthly charts which will
show how much of the Friends money is committed to purchases. He explained to
the new Board members that it is part of their duties to approve the purchases
of materials made with Friends monies.
Expansion: Dick Clarke briefly reviewed the past actions of the staff and Board
with regard to expansion of the present library facilities. Kathy Costello
• reported that she had spoken with George Ochs, County Manager, about hiring a
consultant. He had told her that it was not necessary to go through a formal
bidding procedure to hire a consultant, nor would it be necessary to do so in
having work done to improve the library's insulation.
It was suggested that the idea of adding a second story to the present structure
be reconsidered. Kathy Costello is to contact Evelyn Brewster at the State
Library and Dick Clarke is to talk with George Ochs to see if either of these
people know of anyone who might make a good consultant for the library's needs.
In this way the Board will have names to consider at the next meeting.
Insulation: A discussion was held on the insulation needs of the library. It
was decided that advice is needed from an individual who is knowledgeable in
this field. Dick Clarke will also ask George Ochs for names of people who can
meet this requirement. Dick Clarke appointed Pete Stone and Kathy Costello to
serve on an Expansion/Insulation Committee.
County Microfilming: Kathy Costello reported that she had spoken with Loretta
Banner, County Clerk, about the library's being reimbursed for the microfilming
of County Documents done earlier this year. Loretta said that her department
will be able to pay for the microfilming only if there are funds remaining in
her department' s microfilming budget at the end of the year.
S
page 3.
Financial Report: The report for the month of July was read by Bob Gile. The
book budget was discussed, because it is almost totally encumbered. The librar-
ian reported that $2,000.00 which had been encumbered is now being returned to
the "remaining budget" column and can be spent. This money is the result of
discounts received and orders cancelled during the year. The idea of asking for
a donation from the Thrift Shop was also discussed.
Bob Gile suggested that the Librarian set up an estimate of projected expenditures
on a monthly basis for the remainder of the year. Beginning with 1980, the
Finance Office will prepare a monthly breakdown for the library.
Budget: The 1980 budget was explained by Kathy Costello. Allocations for the
Grassroots Archival program were questioned. Kathy is to check into the condi-
tions of the grant received to start this project in order to determine whether
or not the library is bound to continue it. Ways of demonstrating the library's
need for a much expanded materials budget were discussed, as was the general
format of the budget.
As the budget was not at a stage of completion, Dick Clarke suggested that he
and Bob Gile meet with Kathy Costello to talk about the final version. If the
budget must be taken to the County Commissioners prior to the next regularly
scheduled Board meeting, a special meeting will be called.
• The Temporary Chairman called for new business. There being none, Bob Gile
moved that the meeting be adjourned. The motion was seconded by Elva Fitzpatrick,
and the meeting was adjourned.
Kathy Costello
Acting Secretary
411
LIBRARIAN'S REPORT
• August 14, 1979
Routine
The summer rush is upon us with the library often being filled to capacity.
The music room is experiencing especially heavy use. People are waiting in
line, at times, to use the turntables.
Adult programming has resulted in good crowds for showings of the Stouffer
films and for the science lectures. A special showing of the movie Houdini ,
with a talk by one of the leading Houdini experts, brought over seventy people
into the library.
A party was held for the participants in the Summer Reading Program. The
number of children who finished the program was rather disappointing. Only 23
met the fifteen book requirement, as compared to 70 children last year. The
difference was accounted for by the fact that an age limit was set this year on
the participants. Children had to be at least old enough to enter Kindergarten,
and no older than entering fifth grade.
I met with Susan Foster of the Aspen Center for Environmental Studies to
discuss cataloging techniques for their collection of materials. She expects
to put a volunteer to work on this project in the Fall . We will work with this
person to help the Center in any way we can, as we are continuing to work with
• the Roaring Fork Resource Center.
Hilda Thurston and I also met with Elayne Scoofakes, librarian of the Aspen
School District, to discuss cooperative programs. We have provisionally decided
to experiment this Fall with placing rotating collections of juvenile books in
the elementary school library. Hilda will spend one morning a week there, work-
ing with classes. There is also the possibility of using the school library's
facilities for after school craft programs.
Pending Action
The book budget hovers dangerously near 100% encumbered. Although we
estimate that there is probably, at least, two thousand dollars left, because
of unrecorded discounts, more money would help to see us through the next five
months. It has been suggested that we seek support from the Thrift Shop in
order to buy more books.
John Stanford, of the Historical Society, is interested in resurrecting a grant
proposal which failed last Fall to seek funding for a project to index the
Aspen Times. This was submitted by the Library and the Historical Society.
I talked with John Eldert at the County Finance Office. He now has a clear
picture of the type of financial report the Board desires and will see that we
begin receiving them on a year to date basis for the remainder of this year.
He suggests that we wait until next year to begin a monthly breakdown of expen-
ditures.
A man from C & D Heating came to the Library to discuss our heat loss prob-
• lem. After examining the plans for the building, he said it would not help to
wrap the pipes in the attic space, because they are exhaust pipes. James
Auster believes we should install an exhaust fan for summer ventilation.
PITKIN COUNTY LIBRARY
MONTHLY REPORT for July 1979 y
1979 1978 %
Month , Cum. Month Cum. Month , Cum.
CIRCULATION
BOOKS: ADULTS 4076 22125 3807 19220 + 7.01 +15.11
CHILDREN 1388 5945 1951 8303 -28.86 -28.40
PAPERBACKS 655 3069 819 3325 -20.02 7.70
CIRCULATING MAGAZINES 5 58 18 129 -72.22 -55.04
SUB-TOTAL 6124 31197 6595 30977 - 7.14 + .71
AUDIO-VISUAL AIDS 187 1067 204 697 - 8.33 +53.08
INTERLIBRARY LOAN .96 565 92 492 + 4.35 +14.84
TOTAL 6407 32829 6891 32166 - 7.02 + 2.06
ATTENDANCE J A T
MORNING 188 + 772 960 . 3079 . 771 4315 s +24.51 -28.64
AFTERNOON 61 + 2674 = 2735 17921 2753 13947 - .65 +28.49
EVENING 3 + 764 = 767 5305 834 5100 8.03 + 4.02
CHILDREN'S HOUR 207 1177 370 1136 -44.05 + 3.61
CLASSES 48 251 27 347 +77.78 -27.67
MUSIC ROOM
DAY 2064 7091 2021 5379 + 2.13 +31.83
EVENING 500 1341 588 1124 -14.97 +19.31
MUSIC ROOM USED AS STUDY AREA 48 532 103 478 -53.40 +11.30
TOTAL 7329 36697 7467 31826 - 1.85 -+15.31
BOOKS ADDED
• GIFTS 102 39
PURCHASE 241 120
BOOKS WITHDRAWN 117 - 10
RECORDS ADDED 39 3
RECORDS WITHDRAWN 0 0
A J T
REFERENCE QUESTIONS: INFORMATIONAL 485 + 104 = 589
DIRECTIONAL 150 + 69 = 219
REFERENCE 4 + 0 = 4
TOTAL 639 + 173 = 812 755
VOLUNTEERS: LIBRARY MUSIC ROOM
Fitzpatrick, E. .6 Carey, P. 6
Krausch, B. 9 Fischer, E. 12
Millard, M. 8 Frost, M. 15
Paris, M.A. 9 Hall , J. 6
Lane, F. 12
Lane, J. 15
MohlVolunteer totals: Library 32 aris,g, G. 7.5
P
Music Room 93 Paris, L. 12
Worden, L. 7.5
0 Requested records 2440
I
•
JULY 1979
STATISTICS FROM CHILDREN 'S ROOM:
( INCLUDED IN MONTHLY REPORT TOTALS )
ATTENDANCE : MORNING 188
AFTERNOON 61
EVENING 3
INFORMATIONAL QUESTIONS : 104
DIRECTIONAL QUESTIONS : 69
JULY CUMULATIVE
ADULTS USING MUSIC ROOM: 1062 3018
CHILDREN USING MUSIC ROOM: 276 2325
•
INTERLIBRARY LOAN: MATERIAL LENT 19
MATERIAL BORROWED 77
•
•
MEETING ROOM USAGE JULY 1979
ORGANIZATION MEETINGS ATTENDANCE
ASPEN WRITERS CONFERENCE 2 100
BOB CRISP ORGANIZATION 1. 10
HIBBERD, LUCY 1 2
INTERNATIONAL MEDITATION
SOCIETY 1 8
PITKIN COUNTY LIBRARY
• ASPEN MUSIC ASSOCIATES 1 73
SPEAKER SERIES 4 86
STOUFFER FILMS 6 137
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