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Home My WebLink Aboutpcl.board.meeting.06-24-1980 1110 AGENDA Pitkin County Library Board of Trustees June 24, 1980 7:00 p.m. 1. Roll Call of Members 2. Approval of Minutes of May 27th and June 5th Meetings 3. Statistics - Monthly Report Financial Report 4. Old Business 7:20 p.m. - Friends of the Library - Jamie Hall 7:35 p.m. - Suggested Friends Purchases - Librarian 7:40 p.m. - Carpeting - Librarian 7:45 p.m. - Review of Peter Dobrovolny's Contract 7:55 p.m. - Reimbursement of Capital Reserve Fund - Librarian 5. New Business 8: 10 p.m. - Grass Roots - Librarian 8: 15 p.m. - Gift Book Policy - Librarian 111 Project List: 1. Expansion 2. Book Drops • I PEW Next Meeting: July 22, 1980 Pitkin County Library Downstains Meeting Room 4111 MINUTES of the June 24, 1980 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, Bob Gile, Pete Stone, Jamie Hall, trustees; Carol Bloomquist, alternate; Kathy Costello, County Librarian. Absent: Joan Pomeroy, Jane Jenkins, alternates. The Minutes of the previous meetings, May 27th and June 5, 1980, were approved. STATISTICS: The Monthly Report was approved. The Financial Report was reviewed in a discussion led by Bob Gile and the County Librarian and was approved. OLD BUSINESS: Suggested Friends' Purchase: The Librarian explained the need for money to rent more films for the library for the rest of the year due to the fact that the money currently allocated for films will have been used up by the end of the summer. Mona Frost moved, it was seconded, and passed that $200 be taken out of the Friends of the Library savings account in order to have the film programs continue past the summer. Jamie Hall moved, it was seconded, and passed to al- . locate the Librarian $1500 from the Friends of the Library savings account for upcoming library book purchases. She will present a list at the next Board Meeting. Carpeting: The Librarian reported on the three bids she has obtained for the re- placement of carpeting for the stairs down to the Library Meeting Room, the stairs down to the Music Room, and a portion of the Children's Room. For the job, Arka Abode quoted $394, including $100 installation; Bethune & Moore quoted $1137, including $220 installation; The Carpet Hut quoted $673, including $213 instal- lation. All of these quotes were for commercial grade carpeting, though not of comparable quality. The Librarian reported that Ellie Bealmear has agreed to have the New Library Committee fund the cost of this carpet. Mona Frost moved, it was seconded and passed that the Board empower the Librarian to go to the three bidders again to see what quality carpet Arka Abode and the Carpet Hut can recommend similar to that of Bethune & Moore, and to see whether Bethune & Moore can recommend a carpet similar in price to those of Arka Abode and the Carpet Hut. She is also to talk with each bidder about appropriate padding. Review of Peter Dobrovolny's Contract: The Librarian opened a discussion concerning the statement in the Board's contract with Peter Dobrovolny that the Board agree "to pay the architect for his services on an hourly rate of $35 per hour, the total amount not to exceed approximately 10% of the total cost of the work performed." It was decided that the Librarian should call Peter Dobrovolny to specify that the agreement is for 10% of $20.000 which would be $2,000, and to have him remove the word 'approximately' from the contract. This agreement will not be signed until it has received the approval of the Board of County Commissioners. 2. Reimbursement of Capital Reserve Fund: The Librarian reported that Curt Stewart, the County Manager, will place the Library's request for an appropriation of funds to carry out recommendations approved in the Energy Audit on the Commissioners' agenda for July 14th. The Librarian then reported on her discussion with Tom Okun about the possibility of the Library rebuilding its capital reserve fund after the energy project expenses. Tom Okun commented that due to the fact that inflation is rising at a much higher rate than property taxes, the Library cannot expect to rebuild this fund in the way it has in the past. Mr. Okun suggested four options which could be followed to seek funding for future expansion. These were either to pass a referendum to allow the Library to exceed the 1.5 mill levy, to request a share of the County's sales tax revenue, to generate increased Library revenues (through fee cards for users), or to ask that the Library be included in the County's Capital Development Plan. The Board agreed that the last of these recommendations would be the best course to pursue. NEW BUSINESS: Grass Roots: The Librarian reported that Grass Roots may give the Library one hundred finch video cassettes. The LIbrarian suggested that Grass Roots be asked to give the Library a half-inch play-back machine, and that the New Pitkin Library Committee be asked to purchase cabinets in which to store the cassettes. Mona Frost moved, it was seconded, and passed, that the Librarian ask the New Library Committee for money to purchase cabinets and if the money is not available from this group, that some of the money budgeted to buy tapes for Grass Roots be used. She added that the Board should accept with pleasure the play-back machine if • • it is forthcoming from Grass Roots. The meeting was adjourned. LIBRARIAN'S REPORT June 18, 1980 ROUTINE: Book Sale: The semi-annual book sale was held June 13th and 14th with the help of many fine volunteers. The Library made $325. 12 at the sale. ALA Convention: The Annual Conference of the American Library Association will be held June 28 through July 3 in New York City. Judy Kolberg and I will attend. Financial Report: The $568 we were unable to identify in last month's financial report was an unbudgeted expense incurred through the County's switch to a different health insurance company for the employees. This has now been redispursed and is reported with the wages. Summer Help: A temporary employee has been hired to work weekends in the summer. His name is Phillip Whitefeather, and he will begin work here on June 22. PENDING ACTION: • Energy Audit: The Building Maintenance Department will be able to replace the thermostats in the building for us. They recommend that we don't turn the furnace off for the summer, but that we do make sure all thermostats remain at the lowest possible setting. Personnel from the City Building Inspection Department have said that the only flue dampers which can be installed in furnaces already in place in the City must be designed specifically for the furnace in which they are to be installed by the same company which manufactured the furnace. Appropriation of funds for the building improvements will be considered at the July 14th meeting of the Board of County Commissioners. This is at the recommendation of Curt Stewart, County Manager, who feels that along with the present proposals for the transfer of funds, we should present a proposal to rebuild the Capital Reserve Fund. I will meet with Tome Oken, Finance Office Director, to work out a formula on June 24. • 411 PITKIN COUNTY LIBRARY Regularly Scheduled Board Meetings for the Remainder of 1980 June 24 July 22 August 26 September 23 October 28 November 25 Each meeting will begin at 7:00 p.m. and will be held in the Library Meeting Room. • PITKIN COUNTY LIBRARY -- MONTHLY REPORT FOR MAY 1980 0 1 cl., MONTH CUM MONTH CUM MONTH CUM • CIRCULATION • BOOKS: ADULTS 3757 16386 3402 15086 + 10.44 + 8.62 CHILDREN 556 3081 608 3694 - 8.55 - 16.59 PAPERBACKS 372 1687 305 1877 + 21.97 - 10.12 CIRCULATING MAGAZINES 24 63 14 53 + 71.43 + 18.87 SUBTOTAL 4709 21217 4329 20710 + 8.78 + 2.45 RECORDS (IN HOUSE USE) 489 2618 472 2745 + 3.60 4.63 AUDIOVISUAL AIDS 254 1125 120 752 + 111.67. + 49.60 INTERLIBRARY LOAN: LENT 30 150 28 116 + 7.14 '+ 29.31 BORROWED 61 303 64 299 - 4.69 + 1.34 TOTAL 5543 25413 5013 24622 + 10.57 + 3.21 ATTENDANCE ADULT AREA: MORNING 428 2187 269 1542 + 59.11 + 41.83 AFTERNOON 1788 10127 1767 10163 + 1.19 - .35 EVENING 691 3403 766 4052 - 9.79 - 16.01 CHILDREN"S ROOM: MORNING 60 362 7 87 + 757.14 + 316.09 AFTERNOON 230 1683 371 2893 38.01 - 41.83 EVENING 62 187 7 7 + 785.71 + 2571.43 CHILDREN'S HOUR 92 661 131 841 29.77 - 21.40 CLASSES 75 460 2009 - 77.10 MUSIC ROOM: DAY 590 3468 635 2571 - 7.09 + 34.89 EVENING 138 658 126 616 + 9.52 + 6.82 MEETING ROOM: PUBLIC MEETINGS 45 184 55 225 - 18.18 - 18.22 LIBRARY PROGRAMS 25 838 10 33 + 150.00 + 2439.39 0 USE AS STUDY AREA 80 471 95 407 - 15.79 + 15.72 TOTAL 4304 24689 4239 25446 + 1.53 - 2.97 REFERENCE QUESTIONS: INFORMATIONAL 377 DIRECTIONAL 110 REFERENCE 5 TOTAL 492 BOOKS ADDED 132 GIFTS 44 BOOKS WITHDRAWN 75 RECORDS ADDED 19 . 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Cl)CO 1 Cc 'Y H Cl a H H .+i 5-4 V) co Cn trl'Cl L. .4 CC J J J J a a a Q 2 I- CD OD M Q H 1-. 2 W .J I � J 07 V 1 r l pitkiiicount ibrary June 18, 1980 To: Bob Childs Joe Edwards Michael Kinsley Curt Stewart From: Dick Clarke, President, Board of Trustees, Pitkin County Library Subject: Request for Release of Capital Reserve Funds for Energy Saving Improvements on the Library With this letter you will find the following enclosures: • 1) copies of the Energy Audit for which you approved funds on March 24, 1980 2) a one page summary of existing deficiencies 3) copies of minutes of the Library Board Meeting of June 5th at which improvements totaling $22,509 were approved. As you know, there is a capital reserve of $49,748 reflected in the financial statement. This reserve has be accumulating over the past several years against contemplated future expansion. After intensive study, the Board has concluded that it is not presently necessary to move to new and larger quarters. We have therefore concentrated our attention on improving the efficiency of both Library operation and energy expenditure. Using projections from the Audit, we calculate the proposed investment of $22,509 will generate savings of $277,614 over the next twenty years. Even though expansion may well take place within this twenty year period, the savings are so dramatic we are convinced this expenditure is fully justified. NOTE: On the matter of future expansion, it presently appears that a logical first step would be to expand 16' x 60' toward the Clinic Building in either one or two stories plus a basement. The second logical step would be to connect with the Clinic Building. We are keeping in 41111 close touch with Dr. Oden on this expansion concept, 120 east main street aspen,eolorado 81611 (303)925-7124 -2- 411 and he has verbally given us first refusal on purchase of the Clinic Buildingor purchase of first and second stories in succeeding steps as present owners phase out of active practice. It is apparent that if one or both of these expansion steps are taken, any present expenditure on energy efficiency would continue to be cost-effective. The Board should continue to consider future expansion. Depleting the Capital Reserve Fund for increased energy efficiency would work against this goal. Therefore, since the contemplated savings in energy costs will result in a relatively lower budget expense, the Board urges that the County Librarian be empowered to work with the County Finance Direc- tor to develop for your approval some plan by which the Capital Fund can be replenished. Such a plan might compare present and future gas and electric consumption in units of energy rather than dollars, with some share of savings translated into dollar transfer from budgeted expense back into capital reserve. Warm regards, Dick Clarke • • 111