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HomeMy WebLinkAboutMinutes - Minutes - Library Advisory Board - Meeting Date: 5/10/20171 City of Glendale Library Advisory Board Meeting Minutes Glendale Public Library, Main Library, Large Meeting Room 5959 W. Brown Street Glendale, Arizona 85302 Wednesday, May 10, 2017 6:00 p.m. I. Call to Order Chairperson Koory called the meeting to order at approximately 6:00 p.m. II. Roll Call Board Members in Attendance: Board members Lund, Ndavu, Kocur, Johnson, Aborne, Heinzel, Vice Chairperson Collett, and Chairperson Koory were present. Staff in Attendance: Michael Beck, Chief Librarian; Michael Schor, Career, College and Business Librarian; were both present from the City of Glendale. III. Approval of Minutes – April 12, 2017 Board Member Johnson moved to approve the minutes with the following corrections:  Roll Call: Add Board Member Victoria Fernandes as present.  Page 1, second paragraph from the bottom, change: “He will provide information as to…” to “Mr. Beck will provide information as to…”  Page 2, third paragraph from the bottom, change: “Mr. Beck said citizens and interested parties…” to “Mr. Beck verbalized the timeline and said citizens and interested parties…”  Page 3, third paragraph, change: “He asked if a Free Little Library could be…” to “Board Member Kocur asked if a Free Little Library could be…”  Page 3, third paragraph, change: “He added staff would need to work…” to “Mr. Beck added staff would need to work…” Board Member Ndavu made the second. Motion carried 8 – 0. IV. Business from the Floor None. V. Library Board Member Recognitions Mr. Beck recognized outgoing Board Member Heinzel. Mr. Beck noted that due to no quorum for the Government Services Committee this month, a formal plaque presentation will be conducted at a future meeting. VI. Heroes Regional Park Library Update Mr. Beck introduced Mr. Mike Schmitt and Ms. Nicki Ahlschwede of Dick & Fritsche Design Group (DFDG). Mr. Beck and Mr. Schmitt briefed the Board on the status of the Heroes Regional Park Library and the next steps in the planning process. Mr. Beck stated that a number of meetings have been held with City Engineering, Planning, Library staff, Councilmember Clark, the Parks and Recreation Commission, the Arts Commission, and a Yucca District meeting with over 80 attendees as well as presentations to the Library Advisory Board. 2 Mr. Schmitt noted that a lot of project input has been received since the last time the Board has seen the initial plans for the library. Mr. Schmitt and Mr. Beck presented exterior and interior designs. Mr. Beck commented on specific interior amenities. Chair Koory inquired if the stacks would be attached or could be moved. Mr. Schmitt explained that they will be attached but can be moved in the future for flexibility needs. Chair Koory suggested a place to hang purses and place books in the bathroom stalls. Board Member Kocur asked if there would be a partition for the children’s area, noting that the children’s area is close to the adult area and the children can get a little noisy. Board Member Kocur commented that at the Foothills library and the Velma Teague library, the children’s section is removed from the adult area. Mr. Beck replied that there are a number of things that can be done with the design and equipment to damper the noise. Mr. Beck announced that based on demographics, the collection at the Heroes Park Library will be 50% youth and 50% adult, along with the floating collection from other libraries. Chair Koory inquired if there will be spaces for laptops, or only desktops. Mr. Schmitt commented that he will work with the IT Department regarding this issue. Board Member Kocur inquired about incorporation of art features. Mr. Beck stated that he will present this information to the Arts Commission at the end of the month so those Commissioners will see the opportunities for paintings and sculptures. Board Member Ndavu wondered if ample storage areas were incorporated and Mr. Schmitt replied “yes.” Mr. Beck announced the tentative steps for the project:  August 2017: Proposed Board retreat  Library construction documents submitted, so that the various departments can weigh-in: Code, Fire, IT, Engineering, and more.  Fall 2017: Review by Library Advisory Board  Fall 2017: Project goes to Council  Permits and RFP for contractor bids VII. FY2017-2018 Community Services and Library Budget Mr. Beck presented an overview of the recommended FY17-18 Library and Arts Budget. This budget includes capital funding for the proposed Heroes Regional Park Library and performing arts funds for the Centerline District. Highlights and information included the following:  Budget and Performance Measures  Physical and Electronic Items Checked In and Checked Out  There was a drop in the Arts Program attendance – closure of Gallery Glendale because Westgate obtained a paying tenant for the Gallery suite.  The library has approximately 300 volunteers who log approximately 13,500 volunteer hours annually. This equates to approximately $300,000 in taxpayer value each year. The volunteers are very much appreciated.  Approximately 600,000 people visited Glendale libraries this year.  Two library positions were converted into full-time. 3  Plans underway for the new Heroes Park Library.  A cashless system was implemented. The customers love the system, there is increased revenue, and shorter lines. The system has freed up staff time. Glendale is the first library in the state to implement the system.  The Arts/Centerline Program o The Arts Commission offered eleven agencies $4,000 performing arts grants. o Recent performances at Murphy Park: Shakespeare in the Park and Driftwood Quintet Chair Koory inquired as to why the Arts Program was in the budget. Mr. Beck explained that the Library and Arts Division are part of the larger Community Services Department budget. Mr. Beck stated that last year was the first time the Centerline performing arts grants were offered and data is still being tracked. Mr. Beck announced that the Library has applied for two LSTA grants which are pending response. Mr. Beck noted that the Library budget is just under $5.0 million and provided details as to how the Library fits into the Community Services Division budget. Chair Koory asked what would happen if the LSTA grants were not awarded. Mr. Beck replied that he is a proponent of reaching out to partners and non-profits to fill gaps and to also look for other funding opportunities. Board Member Ndavu commented that he has heard news reports regarding total defunding of the IMLS and wondered if staff had any worst-case scenario plans. Mr. Beck replied that the Maricopa County Library Council meets every two months with the State Librarian. Mr. Beck stated that there is a $1.8 million reserve which hopefully, will not decrease to zero. Mr. Beck announced that the next meeting is next Thursday. VIII. All-in-One Bill Pay Machines and Possible Expansion of Operating Hours Mr. Beck briefed the Board on the All-In -One Bill Pay machines and the staff and scheduling efficiencies that have resulted since their installation. Mr. Beck stated that the machines have freed up staff time from reconciling the cash at the end of each shift. Staff is recommending returning to 12:00-1:00 p.m. on Mondays for the three branches, as well as 12:00-1:00 p.m. on Wednesdays for the Main Library and 12:00-1:00 p.m. on Thursdays for Velma Teague. This would result in five additional hours per week and 260 operating hours annually system-wide without an impact to the General Fund. Mr. Beck stated that the recommended change in library hours would tentatively take effect July 1, 2017. Mr. Beck announced that his manager has approved the change and if the Board also approves the change, Mr. Beck will send a memo for further approvals regarding the increase in hours. Board Member Ndavu moved to approve the following expansion of library operating hours, effective July 1, 2017:  12:00-1:00 p.m. on Mondays for all three branches  12:00-1:00 p.m. on Wednesdays for the Main Library  12:00-1:00 p.m. on Thursdays for Velma Teague Vice Chair Collett made the second. Board Member Aborne relayed that she was very proud and excited that Glendale is the first in the state with the All-in-One Bill Pay system, and if approved, this should be celebrated. Chair Koory called for the vote. Motion carried 8 – 0. IX. Library Board Meeting Schedule FY2017-18 4 The Board reviewed and discussed the upcoming FY2017-18 meeting schedule. Specific discussion was held regarding an August retreat and the February 2018 Board meeting and a Board poll was taken regarding availability. Board Member Johnson moved to approve the FY2017-18 Library Board Meeting Schedule, with the following notations:  The August retreat will be held on August 12, 2017.  The February 2018 Board Meeting will remain on February 14, 2018. Board Member Lund made the second. Motion carried 8 – 0. X. 3D Printing Policy Mr. Beck presented a draft 3D Printer Policy to the Board that establishes how and under what circumstances the public may use the Library’s 3D printer(s). Chair Koory asked if the 3D printing will be a lot of work for the library staff. Mr. Schor replied that the printer basically runs itself and library staff watches it. Board Member Lund inquired about items II and IV of the proposed policy. Board Member Lund wondered if the City is legally able to limit the use of the 3D printer to visitors with Glendale Library Cards in good standing only. Mr. Beck noted that the City Attorney has made these recommendations. The City Attorney is in concurrence with the Policy. Board Member Lund wondered who would measure the printout grams. Mr. Schor stated that there is a scale which will measure the output and he and the librarians will be able to process the requests. Mr. Schor relayed that he reviewed twelve other libraries with 3D printers and this was how the pricing model was developed. Board Member Johnson motioned to accept the 3D Printer Policy as drafted. Board Member Lund made the second. Motion carried 8 – 0. XI. Chief Librarian Update Mr. Beck presented and updated the Board members on current Library activities, operations, and projects. Topics included:  Library Advisory Board Updates o The Government Services Committee did not have quorum for the last meeting and some Board members are up for re-appointment. In the interim, these Board members can be reassured that they are in good standing. The Library Advisory Board does not have term limits. The terms are for two years; however, there is no term limit. Chair Koory wondered if this was a change from the past. Mr. Beck replied that , according to Public Affairs, this is in the City Code.  RFP Book Vendor Award – Brodart o The Collection Development Staff issued an RFP for a new book vendor, from which Brodart was selected. The current vendor was Baker & Taylor. o This is on the Council agenda for approval. o Brodart: prices are lower, known for its customer service, library-specific and does not sell to Amazon which should mean quicker turnaround.  Summer Reading Programs o Begins June 1st o Two programs: City of Glendale program and a County program 5  LSTA Grants o Two grants for $55,000 in total – response pending  Story boards throughout the park  Idea Center  Library Updates o On Monday, Ms. Dawn Wasley from Riverside, California, accepted the Library Administrator position and will start on June 12, 2017. Mr. Beck provided a brief overview of her background and experience.  Upcoming Programs o Currently, SCORE is only held on Saturdays, but may possibly expand to include Tuesdays.  Other – No report. XII. Library Advisory Board Comments and Suggestions Board Member Heinzel thanked the Board and staff for the opportunity to serve, stated that she has learned a lot about the library, and has enjoyed working with all. Chair Koory replied that Board Member Heinzel is very intelligent and has a great future. Vice Chair Collett thanked everyone for a great year. Chair Koory complimented the Yucca District meeting. Board Member Johnson noted that he was very proud of Board Member Heinzel, wished her the best, and commented that she should enjoy her journey. Board Member Kocur congratulated Board Member Heinzel. Board Member Aborne stated that she obtained her first Culture Pass, which was for the Art Museum and wanted to see the Frieda Kahlo exhibit. Board Member Aborne got the pass on a Wednesday and looked on the museum website on Sunday night, and noticed that some offerings were not covered by the Culture Pass. Being a Sunday night, Board Member Aborne could not get her questions answered and paid for the Kahlo exhibit online. She stated that once at the museum, she was refunded her payment, however, it was a little confusing. She commented that everyone should see the Frieda Kahlo exhibit. Board Member Aborne was invited to give a Cinco de Mayo presentation at her granddaughter’s Spanish immersion program. Board Member Aborne came to the library to pick out books to prepare. Board Member Aborne gave a presentation to the class and also had the kids act out the story. Board Member Aborne stated that while she was at the library choosing books, staff member Ms. Grote was shepherding a school field trip and Board Member Aborne was very impressed with the Ms. Grote was doing with the children. Board Member Aborne attended the Yucca District meeting and relayed that it was very impressive. Board Member Aborne praised Mr. Beck’s presentation at the Yucca District meeting and noted that it was a very positive experience. Chair Koory announced the next meeting on August 12th at 9:00 a.m. at the Fruit Packing Shed. XIII. ADJOURNMENT Chair Koory adjourned the meeting at 7:25 p.m. 6 The next meeting will be in the Fruit Packing Shed at the Sahuaro Ranch Park on Saturday, August 12, 2017, at 9:00 a.m. pending Board action on Agenda item #9.