Roswell Public Library Board of Trustees

AGENDA Roswell Public Library Board Thursday, February 28, 2019—4:00 p.m. Roswell Public Library - Administrative Meeting Room 301 North Pennsylvania Avenue Roswell, NM 88201 Call to Order Roll Call Board President:  Alyssa Rogers Board Members:  Judy Armstrong  Patti Bristol  Betty Hanson  Mel Loucks  Linda Madrid Lewie Montgomery Roswell Public Library Liaison  Councilor Angela Moore Library Director  Enid Costley Approval of Agenda Approval of Minutes 1. Consider approval of the minutes from the January 24, 2018 meeting. Regular Items 2. Discussion and recommendation of Library Director’s Report 3. Discussion and approval of Meeting Room Procedures and Fees Informational Items 4. Building Improvement update 5. Service Improvement update 6. Library Board Terms update. 7. Public Comment 8. Adjourn Notice of this meeting has been given to the public in compliance with Sections 10-15-1 through 10-15-4 NMSA 1978 and Resolution 18-55. NOTICE OF POTENTIAL QUORUM – A quorum of the City Council may or may not attend, but there will not be debate by the City Council. If you are an individual with a disability who is in need of a reader, amplifier, qualified sign language interpreter, or any other form of auxiliary aid or service to attend or participate in the hearing or meeting, please contact Human Resources at 575- 624-6700 at least one week prior to the meeting or as soon as possible. Public documents including the agenda and minutes can be provided in various accessible formats. Please contact the City Clerk at 575-624-6700 if a summary or other type of accessible format is needed. Printed and posted: 2/21/2019 Roswell Public Library Board of Trustee February 2019 Page 1  Draft Roswell Public Library Board of Trustees Held at the Roswell Public Library Administrative Meeting Room January 24, 2019 at 4:00 p.m. Notice of this meeting was given to the public in compliance with NMSA 1978, §§ Sections 10-15-1 through 10-15-4 and Resolution 18-55. This meeting convened with Board President Alyssa Rogers presiding and members Judy Armstrong, Patti Bristol, Betty Hanson, Mel Loucks, Linda Madrid, and Enid Costley, Library Director, being present, and member Lewie Montgomery and Councilor Angela Moore being absent. President Rogers called for the approval of the agenda for the January 24, 2019 Roswell Public Library Board of Trustees meeting to include: the minutes for the October 25, 2018 meeting, regular items as follows (Library Director’s Report, Library Hours, and Meeting Rooms Fees), informational items as follows (Building Improvements, Service Improvements and Library Terms Update). Armstrong moved, and Bristol seconded. A voice vote was unanimous, and the motion passed 6-0 with member Montgomery and Councilor Moore being absent. 1. President Rogers called for the approval of the minutes of the October 25, 2018 meeting with following corrections. Under members correct spelling for Patti Bristol, under Regular items put a “.” after number 2. Ms. Madrid moved, and Ms. Hanson seconded. A voice vote was unanimous, and the motion passed 6-0 with member Montgomery and Councilor Moore being absent. Regular Items 2. Library Director’s Report. In addition to the written report covering November and December, the Library Director provided more information about New Mexico State Library for the Grants-in-Aid program. We have received the first half of the grant ($3,754). Besides using funds to upgrade our adaptive technology we will be purchasing two projectors: one for the Bondurant Room for showing movies and the other for the Malone Room to use with an iPad to show educational apps during programs. Once we have a projector we will begin offering Movies in the Library (Free Friday Flicks).The Friends of the Library purchased a movie site license for the Library. The license agreement dictates what movies might be shown. We will not be showing new releases, but some of the older and indie movies. Member Hanson raised a question about taking photographic pictures in the Library. The City of Roswell is implementing an online program registration called CivicRec. In working through that program, the issues of getting a photo release was discussed and being looking into. Councilor Moore raised concerns about the placement of public computers and patron privacy in the October board meeting. Staff looked into the issue; cardboard carousels have been ordered and will be provided on request. No action was taken. Roswell Public Library Board of Trustee February 2019 Page 2 3. Library Hours. After a discussion about changing Library hours, Loucks made a motion which was seconded by Bristol to recommend that the Library Hours be changed to: Monday 9:00 a.m. to 8:00 p.m. Tuesday 9:00 a.m. to 8:00 p.m. Wednesday 9:00 a.m. to 8:00 p.m. Thursday 9:00 a.m. to 8:00 p.m. Friday 9:00 a.m. to 6:00 p.m. Saturday 9:00 a.m. to 6:00 p.m. Sunday 2:00 p.m. to 6:00 p.m. A voice vote was unanimous, and the motion passed 6-0 with member Montgomery and Councilor Moore being absent. 4. Meeting Room Fees. After discussion it was recommended by Costley to make suggested changes in the Library Meeting Spaces Procedure document and revisit it at the February meeting of the Library Board of Trustees. No action taken. Informational Items 5. Building Improvements. Costley reported we still have leaks in the building, but we will be looking at the budget and meeting with facilities to determine what actions might be done to resolve some of the leaks. On the City Capital Improvement list is a new roof for the Bondurant Room, which should address some of the leaks as well as funds to address other leaks in the building. We also have worn and damaged carpeting that needs to be addressed. One possibility to explore with facilities is to remove carpet in some areas of the library and polishing the cement flooring. We are expecting the new computers to be installed within the next few months. We have put in a request to have the tree on the north side of the building removed as the roots are damaging the sidewalks and the parking lot. It has been suggested that we plant a new tree after the tree has been down for 12 months. 6. Service Improvements. We will begin offering another session of the Math Club Crazy Eights, a Wednesday afterschool program. The Reference staff will be offering a time on Tuesday for one-on- one tips on using technology. We are moving forward with offering Technology Library cards. These cards do not replace the traditional library card, but allow patrons who only want access to computers, e-books, e-music, e-magazine and library databases may do so without worry of fines or fees due related to the use of the circulating collections. Madrid suggested a reconsideration of when the Wednesday afterschool program was offered to take into account early release from school on Wednesday. Library staff is also considering serving a snack for afterschool programs. Library staff has also recommended having a few devices at the reference desk to assist with the Technology Tuesday Program. Public Comment There was no public comment. Adjourn The meeting was adjourned at 5:10 p.m. Roswell Public Library Board of Trustee February 2019 Page 3 Director’s Report Roswell Public Library Board of Trustees February 2019 Budget The City of Roswell is switching over to a new financial software called Tyler Technologies. Training on the system was offered the week of February 17 with the expectation that departments will submit their 2019-2020 budget by March 15. In planning for the budget requests, there are several things to consider.  IT Department will be managing all computer-related equipment purchases, including library databases.  Public Relations Department will be managing all media contracts and purchases.  The Facilities Department will manage all building improvements as well as custodial staff and supplies.  To ensure state aid eligibility $7,598.04 we are required to spend at least $72,549.00 on the library collection. This amount was provided by the New Mexico State Library Development Bureau and is based on the population of the City of Roswell.  According to 4.5.8.8 E of the Distribution of General Obligation State of New Mexico Bond Funds to Public Libraries: 1. Library’s book or materials budget shall not be reduced by the local funding authority as a result of eligibility for library bond program funds. 2. Upon demonstrated evidence that such a reduction has occurred, the library shall be ineligible to receive funds in the next library bond program. 4.5.8.8 NMAC - N, 2/14/2008  Roswell Public Library has spent $38,694.21 of the $88,978.78 of the 2016 General Obligation Bond. The 2018 General Obligation Bond is $116,904.70.  We will be apply for E-Rate program for our internet service. This provides a 90% reimbursement for internet service and 85% reimbursement for selected equipment. Roswell Public Library Board of Trustee February 2019 Page 4 Building Interactive panels have been purchased for the children’s area and a ticket has been submitted for installing them on the lower picture book shelving. The new tables for the auditorium are ready to use. The tables are on wheels and the tops fold up when in storage. These tables should make setting up the auditorium considerably easier. The facilities department has replaced three of the badly water stained ceiling panels with grid panels. A tree on the north side of the Library has been removed. It is recommended that we wait 12 months before replacing the tree. Meeting Room Fees City Department Heads were notified on February 15, 2019 that all fee conversations are on hold. Programs and Services The new technology only library cards have arrived. These bright red cards will serve as an alternative to the standard library card. They will allow residents to access our databases and state databases, computer and electronic books, magazines, newspapers and audio books. In short, anything that we do not charge an overdue fine. CivicRec is an online program and event registration software program that the city is using. We may also use the program to book use of the meeting room, send out email notifications and collect program evaluations. The program is live, but still in the soft launch. We are starting to use Project Outcome to measure the impact of programs and services we offer. Project Outcome is a free online toolkit for public libraries to measure the impact of its programs and services. Staff are able measure patron outcomes using the field-tested surveys, quickly analyze their data using ready-made reports and interactive data dashboards, For more information, go to https:// www.projectoutcome.org/about. With the support of the Public Relations Department, the Library is partnering with the Parks and Recreation Department, Museum and Zoo to jointly promote events during the last week in March - when the schools are out for spring break. Roswell Public Library Board of Trustee February 2019 Page 5 It is with regret that we cancelled the appearance of Caroline Fraser, author of Prairie Fires. Library staff attempts to meet the requests of Ms. Fraser met an impasse when Ms. Fraser did not want to have a background check. We have contacted the New Mexico Humanities Council who suggested that we find another presenter. We are in the process of doing so. Personnel John Anderson is the new cataloger. Trish Koenig is the Youth Services Supervisor. Roswell Public Library Board of Trustee February 2019 Page 6