HomeMy WebLinkAboutpcl.board.meeting.10-23-1979 AGENDA
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Pitkin County Library
Board of Trustees
October 23, 1979
7: 00p .m. 1 . Roll Call of Members
2 . Approval of minutes of September 18th meeting
3 . Statistics
- Monthly Report
- Financial Report
4. Old Business
7: 15 - Budget
7: 20 - Insulation
7: 40 - Friends of the Library
7 : 50 - Meeting reports
8:00 5 . New Business
- Letter from C/C Bob Child
S
PROJECT LIST
1. Snowmass Village
2 . Expansion
3. Policy Manual/By-Laws Revisions
Next Meeting: November 27, 1979
7:00 p.m.
Library Meeting Room
MINUTES of the October 23, 1979, meeting of the Pitkin County Library
Board of Trustees.
The meeting was called to order at 7:00 p.m. by Dick Clarke, Chairman.
ROLL CALL: Present: Dick Clarke, Mona Frost, Pete Stone, Bob Gile,
Jamie Hall , trustees; Joan Pomeroy, alternate; Kathy Costello, Library
Director.
MINUTES OF THE PREVIOUS MEETING, September 18, 1979, were approved.
STATISTICS: The present budget was discussed. Kathy explained that
revenues for the year were higher than anticipated, and that these
funds could be allocated if necessary. If the funds are not allocated
by the County Commissioners, they will be placed in the library reserve
fund at the end of the year
In the discussion of the monthly report, Dick Clarke mentioned that we
should be looking closely at the use of the meeting room for study
use, meeting use, and even children's hour, and perhaps consider using
that space for some expansion of the book collection when the need arises.
OLD BUSINESS: Kathy has met with Commissioners Bob Child and Michael
Kinsley, and Tom Oken and John Eldert of the finance office to discuss
the financial needs of the library. Discussed were the book budget,
• the capital reserve fund, and raising of the mill levey to 1.5 mills.
The board decided to continue seeking the 1.5 mill levy in spite of
reservations expressed by the Commissioners. The Commissioners' con-
cern was due to the fact that the library tax cannot be raised beyond
this point without passage of a referendum.
INSULATION: Discussion concerning the advice and price quotations of
numerous architects was lengthy. Many questions were raised. Among
them were the following:
Are price quotations for analysis of the furnace's operation a
reasonable and necessary expenditure?
Will the Benedict Mularz architectural firm make original draw-
ings of the building available for study?
Should timers be placed on thermostats to lower fuel con-
sumption at night?
Should styrofoam panels or thermal blinds be intalled in the win-
dows?
Should thermopane glass be installed in the front windows and
storm windows purchased for the side windows?
Following discussion, the motion was made by Pete Stone and passed that
the librarian should have timers put on the existing thermostats. and storm
windows purchased for the side windows. Another motion was made by
Pete Stone and passed to install thermopane in the front windows of the
library.
-2-
FRIENDS OF THE LIBRARY: Kathy Costello reported on the work which
has been done to date in making preparations for the Friends ' member-
ship campaign. Dick Clarke stated that he will ask the postmaster
to return the nondeliverable envelopes to the library in order that
the Friends'and other lists may be made more current. Mona Frost
mentioned that there would be a luncheon at the library on Saturday,
October 27 for up to twelve volunteers who will be stuffing envelopes
for the campaign. Dick Clarke has set the goal this year for 500
Friends and a total of 25 life members.
MEETING REPORTS: Mona Frost reported on the trustee workshop which she,
Jamie Hall , and Kathy Costello attended in Glenwood Springs. Kathy
reported on the workshop she and Mona attended in Dillon. She com-
mented on the demonstration which was presented on the Colorado Locater
File which is being prepared by the State Library. This file contains
the holdings of the Pitkin County Library along with several other
libraries in the state. It will be made available to all libraries in
the state and will probably greatly increase this library's role as
a lending agent on a state-wide basis. Dick Clarke suggested that the
interlibrary loan statistics should be carefully monitored to deter-
mine the impact this development has on the library.
NEW BUSINESS: The letter from Bob Child raised several questions about
library service. Kathy was asked to talk further with the Commissioner
about his letter. It was pointed out that expansion of services to
the Community Center and placement of book drops down valley require
funds. Therefore, this serves as an additional justification for the
increased mill levey proposed in the 1980 budget.
Kathy discussed the New Pitkin Library Committee's funds and the fact
that the finance office is now changing the way in which invoices for
their library donations are paid. It was decided that Kathy should
schedule a meeting with Tom Oaken, Dick Clark, and Elli Bealmear to
discuss the change.
Kathy also reported that she and Mona Frost had attended a meeting of
the Aspen City Council to request a donation of $2,500 for recarpeting
in 1980. No decision on the request has been made yet.
There being no other new business, the meeting adjourned.
•
LIBRARIAN'S REPORT
• October 16, 1979
Routine:
STAFF: Elva Fitzpatrick has joined the library staff. She is in charge of
Technical Services and has taken the place vacated by Amelia Trentaz. Elva sub-
mitted a letter to the Board of County Commissioners announcing her resignation
from the position of Alternate to the Board of Trustees of the Library.
Posey Crumpacker has also been hired and will work as a Page on the weekends.
MEETINGS: Jamie Hall , Mona Frost and I attended the Trustees Workshop yesterday
in Glenwood Springs. Dealing primarily with the duties and responsibilities of
Trustees and with communications skills, the meeting was very informative.
Mona and I also attended the Three Rivers System Retreat at Dillon on the
weekend of September 28th. Communication skills, preparation of news releases,
repair of audio visual materials, and the Colorado Title Locator File were the
main topics of the three day workshop.
Hilda Thurston attended the Children's Literature Conference in Boulder this
past Saturday. Ed Emberly, a famous, much awarded, children's writer, was the
featured speaker.
Also on Saturday, in the morning, Judy Kolberg, Dan Dupill , and I attended
a grant writing class sponsored by C.M.C. On Saturday evening Dan finished his
last class in a week long night course on Jazz, which was sponsored by the Aspen
Institute.
Beginning the last weekend of October, Carol Pielstick and I will attend the
Colorado Library Association's Annual Conference in Denver. Followinf this
conference, travel for the remainder of the year will be limited to System meetings.
TREES: Members of the Building Maintenance Department looked at the spruce and
Cottonwood trees which will cause structural damage if not removed. It was sug-
gested that moving the trees be delayed to spring when they are still dormant.
In order to transplant the spruce to the section of land between the sidewalk and
the street, the City's permission should be sought, as that land belongs to the
City.
STATISTICS: A question was raised at last month's meeting about provision of
comparative statistics for reference services between this year and last. It
isn't yet possible to provide these comparisons because these statistics weren't
kept in the same format. As soon as twelve months of these statistics have been
compiled the comparison will be added to the monthly report.
The answer to the question of why children's use of the library was down
during the month of August as compared to statistics from last year is difficult
to surmise. Parents to whom I have spoken say the kinds in town have heavier
schedules during the summer than adults working full time. The defation may also
have been a result of a change in the Physics Center's operations this summer.
People came to the Center for shorter periods of time, so less brought their
families to Aspen with them. The Physics Center's families have always been
heavy users of the library.
With the change in the school hours and bus schedules this year, maintaining
• high circulation counts for children' s materials will continue to be a challenge.
In the past, the children were out of school nearly a hour before the last buses
left. This is no longer the case and the staff has noticed a decrease in after
school attendance because of this.
2.
In an effort to maintain high usage, HIlda Thurston, children's librarian,
spends each Thursday morning in the schools. She does programs for class groups
• and encourages the children to make use of the public library.
Statistics for the circulation of paperbacks are down, but I suspect that
the circulation itself is probably stable. There is difficulty in keeping these
statistics as many people walk out of the building with books without letting the
person at the main desk know they are taking any. We are keeping the rack of
paperbacks well stocked with gifts, using newer titles when possible, and hope
this will increase the count.
Music room use has been climbing steadily since Dan Dupill became the music
librarian. He has organized the collection and made it easier to use. His know-
ledge of music has served to build the collection to better meet the interests
of the public.
FRIENDS: Jamie Hall and Joan Pomeroy worked together to eliminate duplications
between the patron list and the voters registration file. Jamie also worked on
the BOLD list of "ex-Friends". After their work was completed, Carol Pielstick
went over the lists to combine married couples to decrease postage.
Thde lists are now ready for the typing of envelopes. I have spoken with
the High School typing teacher and with Elayne Scoofakes, but haven't received
much cooperation. Therefore, we will start typing.
Mona Frost has enlisted the help of RSVP workers to stamp envelopes, but
it's slow going. She and her family have spent several evenings working on them.
She is now at work on getting volunteers together to stuff and seal the envelopes
on Saturday, October 27th. They will work in the meeting room of the library.
Pending Action:
• INSULATION: Pete Stone and I met with Fritz Bebedict and Tom Duesterberg to
discuss our insulation project. They said they would have to have an engineer
come in from Denver to analyze the building. We haven't yet received a cost
estimate from them, but I will try to have one by the time of our meeting.
I met with Jim Gustafson from Coudill 's office. He brought with him an
engineer from Denver who has been doing studies at the First National Bank. This
engineer estimated that his firm could do an energy audit for about $600. His
defination of an energy audit is mearly an examination of the furnace system. He
believes in first looking at the consumer of energy, i .e. - the furnace, to deter-
mine if adjustments can be made to save fuel .
Next, he would do a "technical audit", which he estimated at $3,000 - $5,000.
This is a study of the way the building loses heat. For this money, priorities
would be suggested to reduce heat loss.
Finally, an implementation study would need to be done. This would include
drawings and instructions for a contractor to work with, and would be done in
conjunction with Coudill 's office. They couldn't estimate the cost for this with-
out an indication of how much money we are willing to spend on improvements.
Acknowledging that these studies would take time. The two men suggested
that we spend the city grant money for glass panes which can be inserted in the
present window frames,(excluding the front windows) . This would, in effect, make
the windows storm windows. They figured this to be an expenditure which wouldn't
be regretted, no matter what conclusions a study drew. I have called the Pella
Company in Glenwood Springs, (maker of the windows) , for an estimate.
Raymond Auger also came by the library to talk about styrofoam window linings
which he produces. These fold above the windows during the day and are unfolder
• at night to cut heat loss. He is to install these "shades" at the Court House
this fall . He had people come in and measure the windows and will get an estimate
to us before the meeting.
3.
• Raymond also told me that Holy Cross will send people out to do energy audits
for about $20. We have City power, but Holy Cross will do an audit for the library
if the City will okay it, so I am working on that angle.
I talked to Peter Dobrovolny again to get a clearer picture of what he
considered an energy oudit to be. (He had estimated a cost of $1500) He said
he would analyze the building, (not the furnace) from drawings and direct
observation to find heat losses, and make recommendations on what we should be
considered first with estimates of the costs.
I called Don Westerlind. He said he was not qualified to do studies, but
does the actual work on buildings instead.
Finally, both Russ Pielstick and Doug Greybill donated time to consult on
this problem.
T.
PITKIN COUNTY LIBRARY -- MONTHLY REPORT FOR SEPTEMBER 1979
1979 1978
MONTH CUM MONTH CUM MONTH CUM
• CIRCULATION •
BOOKS: ADULTS 3003 29019 2926 25717 + 2.63 + 12.84
CHILDREN 711 7860 665 10369 + 6.92 - 24.20
PAPERBACKS 321 4017 342 4498 - 6.14 - 10.69
CIRCULATING MAGAZINES 16 81 14 154 + 14.29 - 47.40
SUBTOTAL 4051 40977 3947 40738 + 2.63 + .59
RECORDS (IN HOUSE USE) 372 8543 320 3952 + 16.25 + 116.19
AUDIOVISUAL AIDS 113 1337 126 974 - 10.32 + 37.27
INTERLIBRARY LOAN: LENT 13 176 20 192 - 35.00 - 8.33
BORROWED 68 548 42 480 + 61.90 + 14.17
TOTAL 4617 51581 4455 46336 + 3.64 + 11.32
ATTENDANCE
ADULT AREA: MORNING 402 3917
AFTERNOON 1917 19545
EVENING 700 6850
CHILDREN"S ROOM: MORNING 12 416
AFTERNOON 259 3856
EVENING 0 10
CHILDREN'S HOUR 166 1524 123 1617 + 34.96 - 5.75
CLASSES 163 559 6 368 +2616.67 + 51.90
MUSIC ROOM: DAY 497 9523 608 7666 - 18.26 + 24.22
EVENING 105 1881 53 1711 + 98.11 + 9.94
MEETING ROOM: PUBLIC MEETINGS 2 409 111 641 -- 98.20 - 36.19
LIBRARY PROGRAMS 6 796 72 784 - 91.67 + 1.53
USE AS STUDY AREA 89 649 41 585 + 117.07 + 10.94
. TOTAL 4318 49935
ADULT CHILDREN TOTAL
REFERENCE QUESTIONS: INFORMATIONAL 386 74 460
DIRECTIONAL 107 62 169
REFERENCE 11 0 11
TOTAL 504 136 640
BOOKS ADDED 210 BOOKS WITHDRAWN 150
RECORDS ADDED 38 RECORDS WITHDRAWN 29
VOLUNTEERS: LIBRARY MUSIC ROOM
FITZPATRICK, E. 25 1/2 CAREY, P. 9
KRAUSCH, B. 12 FISCHER, E. 12
MILLARD, M. 4 1/2 FROST, M. 6 1/2
PARIS, M.A. 3 HALL, J. 7 1/2
LANE, F. 12
LANE, J. 8 1/2
MOHLING, G. 16
WORDEN, L. 12
VOLUNTEER TOTALS: LIBRARY 45 MUSIC 83 1/2
MEETING ROOM: PUBLIC MEETINGS HELD 1
LIBRARY PROGRAMS HELD 1
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MEMORANDUM
TO: Cathy Costello
FROM: Bob Childy -'�
DATE: October 15, 1979
RE: Outreach services
Our recent budget discussion and my completion of the
reading of Foxie Kirwin's "Community Analysis for the
Pitkin County Library" brings into sharper focus for
me the need for outreach programs as a part of the
overall library program.
Two needs that may be accomplished with some ease (al-
though I confess to ignorance of the costs and intra-
cacies) are the use of the Community Center as a pos-
sible outlet for the elderly, and the use of the Pitkin
County bus system for deliveries and pickups at down
valley locations.
The latter may be too complicated to handle on a scale
that would reach many people, but I feel that the very
fact that the service is offered would do a great deal
410 to ameliorate the stepchild feeling that many down valley
residents have ,
A branch for the elderly maintained at the Community
Center would probably be more workable, especially since
the weekly lunch and other functions attract a modest
number of senior citizens to the Center on a regular
basis. According to Foxie ' s report this is the segment
of our population that makes the least use of the library,
and this kind of program may enable you to increase
their usage.
These are offered as suggestions from a not-so-young,
very down valley citizen. If these programs are al-
ready in the works I would like to assist in their
promotion.
cc: Greg Fitzpatrick
Allan Davis
ARCHITECTS BENEDICT • MULARZ • ASSOCIATES INCORPORATED
PLANNERS
ENGINEERS
•
OFFICERS 23 October 1979
FREDRIC BENEDICT,AIA
THEODORE MULARZ,AIA
THOMAS DUESTERBERG, P.E.
PAT MADDALONE,ADM PITKIN COUNTY LIBRARY
ENERGY CONSERVATION ANALYSIS
The library building was constructed in 1965 with some
• consideration for energy conservation, and now it is the
intent to obtain recommendations from consultants to gain
further energy savings by adding insulation, insulating
glazing and any other method to obtain savings of energy.
In order to get recommendations for the methods of providing
further energy savings a full analysis must be made by a
mechanical engineering consultant of the existing structure.
The analysis should provide several alternative methods of
obtaining savings, making costs studies of the installations
• initial cost with time of pay back due to conservation of
energy. The building now has single glazing, so their
recommendation could be replace all windows with insulating
glass or simply add a type of thermo curtain. Due to the
many ways that energy savings can be provided no attempt
is made within this report to estimate costs, but the recom-
mendations from the mechanical consultant should include
the costs for the installations.
The fee for the consultants analysis would be $1 ,500.00, which
would include analysis of drawings and existing building, a
report of the findings, recommendations for energy savings,
and comparison of costs for the various recommendations.
These recommendations and costs can be reviewed by the library
board and a decision made for the methods to be taken. Then
the consultant will provide detailed drawings and specifications
for implementing the work, for an additional fee. This fee
can not be determined until it is known what methods will be
accepted for energy savings. As an example, their study
may find a new heating plant would provide savings over a
long period of time, but would have high initial costs,
whereas, new heat demand controls would be less initial costs
but savings would not be as great over the long period of time.
BOX 40 ASPEN, COLORADO 81611 (303) 925-3481
Pitkin County Library
Energy Conservation Analysis
23 October 1979
Page Two
A new heating plant would require more drawings and specifica-
tion than simply adding heat demand controls to the present
system, so the fee could vary considerably.
With the continued increase of costs for energy, it would be
money well spent to have the analysis made so that the most
efficient and best solutions are thoroughly reviewed and
proper solutions done to give the best results.
SUBMITTED BY
Thomas J. Duesterberg, P.E.
Vice President
TJ D/zb
ARCHITECTS BENEDICT • MULARZ • ASSOCIATES INCORPORATED
PLANNERS
ENGINEERS
•
OFFICERS: 23 October 1979
FREDRIC BENEDICT,AIA
THEODORE MULARZ,AIA
THOMAS DUESTERBERG, P.E.
PAT MADDALONE,ADM.
PITKIN COUNTY LIBRARY
SPACE UTILIZATION STUDY
The growth of Aspen since the completion of the present library
• has contributed to the idea that more space is needed to
provide the services requested of the library. However, Aspen
is undergoing changes now that must be considered in the
future planning for the existing building and additions to it.
Additional storage space, book shelf space and offices are
needed now according to the staff. A study has been made by
Benedict-Mularz Architects for an addition to the existing
building of 4,200 square feet on the north and west side.
Due to the multi-level floor plan of the present building
• this addition becomes complicated, but could be a solution
to provide more space. Consideration must be made though, with
new building code requirements that require up-dating of the
present building and handicap access, either by ramp or
elevator addition.
Before an addition is made to the library a space utilization
study should be made. Activities conducted within the building
must be analyzed also as some meetings and activities can
now be transfered to the County Community Center and the Visual
Arts Center.
The character of Aspen has been changing in the past five years
where the permanent population is being replaced by second home
residents. The school enrollment has been declining which in
turn means less students using the library. Do the second
home residents use the library? Now that Snowmass has become
a city, will the population increase there with permanent
residents who will require a library in the near future?
Basalt is fast becoming the bedroom community serving Aspen
and they have plans now to construct a new library, will this
change the demand on Pitkin County Library?
•
BOX 40 ASPEN, COLORADO 81611 (303) 925-3481
Pitkin County Library
Space Utilization Study
23 October 1979
• Page Two
These questions are difficult to answer but each one will
have a bearing on the demand for services of the existing
building. The next question then is, can the present building
be used more efficiently? It has been mentioned that the
State does have consultants that provide utilization studies
of building uses and would this service be available? If the
State would provide recommendations for better use of space, then
renovations would be made with drawings provided by an
Architect. If this state service is not available, then a study
• must be made by an architect with advise from the staff. The
space study and renovation of the existing building would
cost $4,000.00 for architectural fees. This would include
drawings and specifications, bid process for Contractor and
supervision of construction. The estimated construction cost
can not be made at this time, due to the lack of extent of
work that can be done within the building.
In contrast, should the decision be made to add the proposed
4,200 square feet, the architectural fee would be $30,000.00
411 and construction would be about $300,000.00
SUBMITTED BY
/77
Thomas J. Duesterberg, P.E.
Vice President
Benedict-Mularz Associates, Inc.
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