Roswell Public Library Board of Trustees

AGENDA Roswell Public Library Board Thursday, April 25, 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  vacant Lewie Montgomery Roswell Public Library Liaison  Councilor Angela Moore Library Director  Enid Costley Administrative Assistant  Lorena Borunda Approval of Agenda (Motion to take from the table Meeting Room Fees) Approval of Minutes 1. Consider approval of the minutes from the February 28, 2019 meeting and the March 28, 2019 meeting Regular Items 2. Discussion and recommendation for position 6 and position 7 on the Roswell Public Library Board 3. Discussion and recommendation of Library Director’s Report 4. Discussion and recommendation of Library Card Application Policy 5. Discussion and recommendation of the Meeting Room Fees 6. Discussion and recommendation of Changing the May meeting date to May 16, 2019 Informational Items 7. Building Improvement update 8. Service Improvement update 9. Public Comment 10. 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: 4/22/2019 Roswell Public Library Board of Trustee April 2019 Page 1  Draft Roswell Public Library Board of Trustees Held at the Roswell Public Library Administrative Meeting Room February 28, 2019 at 4:01 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, Lewie Montgomery and Enid Costley, Library Director, being present, 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). Bristol moved, and Hanson seconded. A voice vote was unanimous, and the motion passed 7-0 with Councilor Moore being absent. 1. President Rogers called for the approval of the minutes of the January 24, 2019 meeting with the following corrections. Under Building Improvements change the sentence to read “One possibility to explore with facilities is to remove carpet in some areas of the library and to polish the cement flooring.” Under Services Improvements change the sentence to read “These cards do not replace the traditional library card, but allow patrons who only want access to computers, e-books, e-music, e -magazines and library databases without worry of fines or fees due related to the use of the circulating collections. “ Armstrong moves and Montgomery seconded. A voice vote was unanimous, and the motion passed 7-0 with Councilor Moore being absent. Regular Items 2. Library Director’s Report. In addition to the written report covering January, the Library Director provided more information about the Library Budget for fiscal year 2019-2020. The Budget is to be submitted to the Finance Department on March 15 through the new financial program called Tyler. All City Departments are asked to hold budgets to no more than a 2% increase. The Library budget will be a bit more complex as we learned of an estimated $13,000 increase in the Siri Dynix service. We are in the process of applying for E-Rate again. E-Rate should provide the Roswell Public Library with a 90% reimbursement for Internet services and 85% reimbursement for selected internet related equipment. The Library Foundation provided museum quality interactive learning panels which have been installed in the children’s area. Staff met with the representative from SirisiDynix (circulation software program) and learned about training which should improve services. We have hired an Administrative Assistant. Roswell Public Library Board of Trustee April 2019 Page 2 Shared the Spring Break Flyer created by Public Relations. The flyer promotes Spring Break activities for, the Library, Museum, Parks and Recreation and Zoo. We hope to build on this success with joint promotion of the summer programs. Reported that Lynn Cline had been contacted to replace Caroline Frazer as the second presenter for the April 13, 2019 program. Councilor Moore arrived at 4:15 p.m. . No action was taken. 3. Meeting Room Fees. As Costley received a directive from the City Manager to hold off on changes to any city fees, a motion was made by Montgomery and seconded by Armstrong to lay on the table the discussion of meeting room fees. A voice vote was unanimous, and the motion passed 8-0 Informational Items 4. Building Improvements. A walk through the library to review building was scheduled with the staff from the facilities department. Costley reported pulling up carpet and to polish the floor was quite expensive and other options are being explored. 5. Service Improvements. Showed the new technology cards. 6. Library Board Terms Update. Applications for the position 6 and position 7 on the Roswell Public Library Board are now closed. Three people have applied. At the April meeting we will make a recommendation to the Mayor who to appoint to the Library Board. The City Council will make appointments at the April Board Meeting. 7. Public Comment There was no public comment. 8. Adjourn The meeting was adjourned at 5:10 p.m. Roswell Public Library Board of Trustee April 2019 Page 3  Draft Roswell Public Library Board of Trustees Held at the Roswell Public Library Administrative Meeting Room March 28, 2019 at 4:15 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. The meeting convened with Board Vice President, Lewie Montgomery presiding and members Judy Armstrong, Betty Hanson, Enid Costley, Library Director and Trish Koeing, Youth Services Supervisor, being present. Alyssa Rogers, Patti Bristol, Mel Loucks, Linda Madrid, Councilor Angela Moore and Lorena Borunda, Administrative Assistant, being absent. At 4:15 p.m. Vice President Montgomery established no quorum was present. No business was conducted, no action taken. The Library Director introduced Trish Koeing and asked that she share about herself and answer questions from the Library Board. Library Board members informally shared current happenings of the Library, including wind damage due to storm and the upcoming program on April 13 featuring former state historian Robert Torrez and Author Lynn Cline. Roswell Public Library Board of Trustee April 2019 Page 4 Director’s Report Roswell Public Library Board of Trustees March 2019 Budget The Library budget was submitted to finance with a 2% increase overall. In preparing the budget. I brought back into the budget all the databases that are related to the Library. This included cataloging database (OCLC), circulation database (SirsiDynix) as well as the educational databases such as NewsBank, Mango Language, and Genealogy database. I then computed a 2% increase. I subtracted the accounts which the Finance Department provided the figures for. Put in the funds into accounts which determine out qualifications for State Aide and General Operating Bond. Entered funds for services for which we have contracts for. Put funds into accounts for which increases were out of my control, such as increases to postage and then filled in other areas as funds allowed. Although we anticipate being awarded E-rate reimbursements, as it has not yet been awarded it was not included as revenue. I would like to thank, Matthew Gromley, Trish Koenig, Tomás González as well as the staff from the Finance Department for their assistance with the budget. Building Although the power was knocked out for several hours during the high wind storm on March 13 the Library building suffered no other damage. A tree in front of the north side of the building had minor damage. The Library walk through with staff from the Facilities Department was done on March 15. We provided Facilities staff with two maps of the Library. One identified water leaks and the other identified building repairs. The Library roof has been cleaned and inspected and a report will be submitted to Facilities. Meeting Room Fees City Department Heads were notified to provide all fee changes and justification to Joe Neeb, City Manger. Roswell Public Library Board of Trustee April 2019 Page 5 Programs and Services We continue to interfile, and shift all the fiction collection. The goal is to have one hard cover fiction collection organized by author. We will continue to have a paperback fiction collection and large print collection. Crystal Harkness, has planned a full week of activities for spring break. Public Relations Department has promoted the programs with joint posters, and flyers with Parks and Recreation Department, Museum and Zoo. Personnel Lorena Borunda is the administrative assistant. Roswell Public Library Board of Trustee April 2019 Page 6  Director’s Report Roswell Public Library Board of Trustees April 2019 Building Improvements The switch over to the new phone system and new internal numbers was done with about one hour of downed phone service. This was due to the IT Department coming in 6:30 to about 9:00 p.m. on Tuesday, April 2 to program and test our system. RoofCARE will be doing repairs on the building to address the water leaks. The repairs include digging in select areas and installing a waterproofing system, and sealing the limestone and counter flashing. We are using donations and general funds to pay for the repairs. Interlibrary Loan The Roswell Public Library has been tasked with looking at our fees. We currently charge $2.50 to a patron when they pick up an interlibrary loan item. The $2.50 helps pay for shipping costs. It does not cover the other costs associated with interlibrary loan such as staff time, or the $500 annual fee by OCLC for the software program to search for interlibrary loan. In the 2018 fiscal year the Roswell Public Library loaned to other libraries 934 items and borrowed 204 items from other libraries. The Roswell Public Library pays for shipping costs to send the books it the borrowing library and the borrowing library pays the shipping cost to return the item. If our library patron requests an to borrow and item through Interlibrary loan the other library pays for the shipping cost and Roswell Public Library pays the shipping cost to return items which we loan. The New Mexico State Library Staff, Carmelita Aragon, stated in an email dated April 11, 2019 The 4.5.2 New Mexico Administrative Code (NMAC), which governs state aid eligibility, etc., states that public libraries must provide basic library services which “means free services provided in a library’s legal service area, including library collections with circulating materials; reference services; a catalog of library holdings accessible by the public; educational programs; interlibrary loan services; public access computers connected to the internet; and internet connectivity for patrons and staff.” Roswell Public Library Board of Trustee April 2019 Page 7  To be eligible for state aid, and other state funding, a recognized New Mexico public library must provide interlibrary loan services to patrons free of charge. The only charge that a library can impose for ILL services is the actual shipping costs of the item(s) back to the lending library, but not any upfront flat fees….Ultimately, a public library cannot charge for ILL services if it wishes to remain eligible for state funding….However this does not mean that the NMSL requires each public library to make their collection available through ILL. In fact, many of our libraries do not lend out items from their collection to other libraries, etc. But, they do borrow library items from other libraries. New Library Procurement Rule On March 18, 2019 House Bill 430 Library Materials Procurement Exemption was signed into law by the governor. This bill exempts “purchases of print, digital or electronic format library materials by public, school and state libraries for access by the public” from the state procurement code. This will allow the Roswell Public Library to purchase the materials their communities and students need, in the formats they want, in the most cost effective and timely manner. Summer Food Service Program The Roswell Public Library will be partnering with the Roswell Independent School District USDA Summer Food Program with an outreach program to children and teens. The Roswell Independent School offers during an 8-week period (June 3 ̶ July 26) free lunch and/or breakfasts at school sites and 9 sites in Roswell. We will assist with the promotion of the summer food sites on Facebook, information flyers in the library and on our promotional materials. We will also coordinate with Ms. Paula Camp to provide enriching activities at the sites. Some ideas for the enriching activities include a book giveaway, and STEM activities. Service Animals On April 12, 2019 the Roswell Public Library provided information to the U. S. Department of Education, Office for Civil Rights related to complaint made against the Roswell Pubic Library. The complaint regarded our policy and procedure for service animals. The service animal procedures may be found in the Problem Patron Manual approved by the Library Board in October 2018. Roswell Public Library Board of Trustee April 2019 Page 8 Taste of History The Roswell Public Library with the assistance of the New Mexico Humanities Council, Roswell Library Foundation and the Friends of the Library presented a informational humanities program on April 13, 2019. The program featured former state historian and author Robert Tórrez and author of “The Maverick Cookbook: Iconic recipes and tales from New Mexico” by Lynn Cline. Judy Armstrong assisted with evaluation of the program and her evaluation report will be submitted to the New Mexico Humanities Council. Service Improvements An pre-grant request has been submitted to the New Mexico State Library requesting permission to use General Obligation funds to purchase a bilingual (English and Spanish) computer which contains educational games without providing access to the Internet. The computer will be placed in the children’s area. Tomáz González is putting together a “request for quote” to have the newspaper microfilm collection be converted to searchable digital format and to have our print newspapers be provided in a searchable digital format going forward. We will be using General Obligation Bond funds for this project. Personnel Tomáz González was featured as the City of Roswell spotlight employee. Please find attached the article. Roswell Public Library Board of Trustee April 2019 Page 9