Roswell Public Library Board of Trustees

Roswell Public Library Fiscal Year 2023 Midyear Project Update January 1, 2023 Priority Codes: Blue-No Priority, Red-Required to be a New Mexico Public Library, Green-Budgeted, Purple-Using Gifts or Grants, Grey-Wish List Status Code: Blue Completed, Green No Concerns, Yellow Some Concerns, Red Concerns, Orange Stalled and Gray Not Yet Started Est. Start Est. Priority Status Project Summary Est. Cost Challenges & Comments Funds Date Completion Inspection of Water This project addresses the required annual inspection of the The vendor provided a one year contract (on 7/21/2022) General Services Funds Sprinklers Library's fire sprinkler system. which was reviewed by the Legal Department (on from the Library 7/29/2022). The redlined contract was returned to the Budget vendor (on 8/1/22). The vendor responded with a multi-year contract without the requested changes (on 10/14/2022). The vendor was contacted by the Legal Department, and sent Required Concerns another email request by the Library Director (on 10/22/2022 and again on 11/21/2020) to change the language in the contract. We have not yet received a response from the vendor. Water Leaks This project address the various water leaks in the Library $69,334.60 FY2023 FY2023 The project has been approved by the Roswell City Council. Capital Improvement #1 All paperwork (quote, review by Legal Department, Approval Funds Using Capital of City Council, Minutes of the City Council, Approval of the No Yet Started Minutes of the City Council) has been completed. We are Improvement Funds waiting on the Purchase Order. Improvements to the This project includes repairs to the current security system as well Quote for part of FY2023 FY2023 The security system was paid for using General Obligation General Services Funds Security System as additional camera for the staff door, camera for the Library Park the project Bond Funds. Repairs and service fees are not allowable from the Library #2 Started parking area and staff parking on the southeast area of the Library. expenses of General Obligation Funds. Budget Upgrade to LED Lighting As ballasts burn out, we are replacing them with LED lights. Might Qualify for FY2022 unknown We had the Library surveyed by Excel Energy. We might General Services Fund reimbursement by qualify for reimbursement for work done in FY22. When from the Library #3 Ongoing Excel Energy ballasts burn out, we replace them with LED equipment. Budget. We might qualify for reimbursement from Automatic Faucets This project addresses the ongoing problem of children not turning No Quote…but it FY2023 FY2023 Both the boy's and girl's restrooms will flood if the water is General Services Funds #4 Not Yet Started off the restroom sink faucets and causing the restrooms to flood. has been left on in one of the restrooms. from the Library requested Budget as funds allow Painting This project includes painting of exposed metal of the air no quote no date yet FY2023 We have combined the painting together as we feel this will General Services from #5 No Yet Started scrubbers, painting of the Roswell room and painting the beams in be the most cost effective. Library Budget as the Bondurant Room funds allow Priority Status Project Summary Est. Cost Est. Start Date Est. Completion Challenges & Comments Funds Create a Roswell History This project converts a study room into a room to house City No Quote for FY2023 Date FY2023 The room is currently being used to store equipment related General Services Funds Room Directories, and other books related to the Roswell and Chaves painting room. to the Halo Project. We would like to have the room painted from the Library #6 Stalled County. and will install shelving we have on hand. Budget Improvements to Library The project provides curb appeal to the Library. FY2023 FY2023 Plants for the Library Park, Alley and around the Tree of General Services Funds Grounds Knowledge. Cleaning and Repairs to the Tree of Knowledge. from the Library #7 Stalled Stalled as this is best done in the spring. Budget as funds allow #1 For Project Improvements to the This project includes the purchase of two 85 inch TVs, a sound No Quote…but it FY2023 FY2023 The TVs have been purchased and should be installed soon. General Obligation using Bondurant Room system and improved presentation equipment. has been We need quote for sound system and improved presentation Bond B Funds Started Grant/Donated requested equipment. Funds #2 For Project Mural Celebrating Roswell This project places a mural near the Spanish Book Collection. No Quote…but it FY2023 FY2023 We are working with the Roswell Hispano Chamber of Donated Funds using Hispanic Culture has been Commerce and a local artist to create the mural. We have a Not Yet Started Grant/Donated requested meeting scheduled in January to meet with the artist. Funds Inventory This project is an inventory of the Library Collection. No Quotes…but it No Date No Date Inventory of the Library Collection is the best practice to General Obligation #3 For Project has been ensure our library catalog records are correct and to provide Bond Funds Using requested information for insurance. The cost for this project is Not Yet Started equipment and time. Recently the vendor Bibliothea Grant/Donated Funds promoted a new device for conducting library inventory. Bookmobile or Mobil Service This project will allow the Library to improve outreach to the Will need to No Date No date We are using funds from the sale of the Green Estate to Donations from the Van community. The roving library collection would be used at summer update current purchase a van and have it customized for the Library. The Green Estate #1 on Wish List Stalled food sites, daycare centers, adult centers and other to be quote. property has not been sold yet. According to vendor it will determined sites. This cost does not include insurance, vehicle take 2 years to fill order. maintenance or fuel which would require funding. We would also Parking for Bookmobile/ need Fencedtoin hire library area for staff to manage andService Bookmobile/Library provide service. Van. No Quotes No Date No date To better protect and provide security to the Library Vehicle Donated Funds #2 on Wish List Not Yet Started Library Service Van we would like to have a locked fenced in area. Outdoor Play and Learn This project creates a fenced in play and early literacy area for No Quote - No Date No date First we need a plan for the Outdoor Play and Learn area. Unsure Area children that is on the Northside of the library with access through estimate to create the children's area. a plan $50,000 #3 on Wish List Not Yet Started Water and Power to the This project provided water and electrical power to the Library No Quotes No Date No Date To better use the outdoor area we would like to have water Unsure Library Park Park. to make watering the plants easier and power for lighting and #4 on Wish List Not Yet Started equipment. Priority Status Project Summary Est. Cost Est. Start Date Est. Completion Date Challenges & Comments Funds Library Hot Spots This project provides internet connections to people through Hot We have submitted a federal grant to continue funding the Spots Hot Spots through FY2023. We have not yet received confirmation on the grant application. We have approval No priority; from the New Mexico State Library that we may use Grants-in- Started Information Only Aid for this project. We have to spend state funds or they will have to be returned. Demo Boiler Room and This project includes clearing out the Boiler Room, installing no quote….We FY2023 FY2023 - January According to the 2016 Deferred the demo should cost General Services from Install Washer and Dryer plumbing and electrical work. Then moving in a washer and dryer have a schedule an or February 2023 $12,194…but Facilities Staff cleared out the room saving the Library Budget, that was donated from the Green Estate. electrician to City and the Library the funds. The City Plumber has been Donation from the provide a quote on installing the plumbing. This project will ultimately be a cost Green Estate and In- Near Completion Near Completion January 3, 2023 savings as we will be able to cancel linen services. kind from the City of Roswell Facilities Department Replace Library Computers Replace and upgrade the Library staff and public computers. FY2023 FY2023 We have not received the reimbursement from the New General Obligation No priority; Mexico State Library. Bond B Funds Completed Completed Library Park -Parking Area Asphalt the Library Park from west gate to alley. Install existing car FY2023 FY2023 Donated Funds No Priority; stops and stripe parking spots. Completed Completed Add lighting to Library Park - For safety of Library Staff who park in the Library Park Area FY2023 FY2023 General Services Fund No Priority; Parking Area additional lighting was installed. This also adds more security to from the Library Completed the area for other local businesses and organizations. Budget. Completed Repairs to the HVAC Replaced the Compressor on the North Side of the Library, FY2023 FY2023 Facilities was able to save the City of Roswell and Library General Services Funds Replaced the Unit on the Southeast Side of the Library. Install a funds on this project. Facilities Staff did the disconnect and from the Library No Priority; shut off switch for additional safety, and replace hoses. installation. Facilities made arrangements to order directly Budget Completed Completed from the manufacturer and shopped around and was able to find a crane. Eliminate Overdue Fees Submit for consideration the elimination of overdue fees for library FY2023 FY2023 Information has been shared with Library Staff and Roswell Should be a cost materials that have been returned Library Board of Trustees with favorable comments. Next savings. Near Completion Near Completion step is to share information with General Services Committee. Survey of the Needs of We conducted survey on the Library Needs of the Roswell and 1/31/2023 We need to write the report of the findings. General Services Funds Hispanic Community Chaves County Community. from the Library Budget Near Completion Near Completion Priority Status Project Summary Est. Cost Est. Start Date Est. Completion Date Challenges & Comments Funds Required to be a Paying for Utilities We are projecting that we will not have funds to pay the Library We have already used up over 90% of our budget for electric General Services Funds public library in Ongoing utilities fees. utilities. Water bills are expected to go up with fee increases. New Mexico Collection and Circulation New Mexico Administrative Code 4.5.2 requires that Public 2 FT Reference Librarians, 1FT Youth Services Librarian General Services Funds Services Libraries offer a library collection with circulating materials. NMAC oversees the library collections, this includes selection of from the Library 4.5.2.7 B “Basic library services” means free services provided in a materials, and the evaluation of the collection for items to be Budget library’s legal service area, including library collections with withdrawn (as well as other duties). A .5 FT Administrative circulating materials; reference services; a catalog of library Assistance ensures are materials and supplies are purchased. holdings accessible by the public; educational programs; I FT Head of Circulation oversees the circulation procedures, 2 Required to be a interlibrary loan services; public access computers connected to FT Circulation Assistant process the materials and manage the public library in Ongoing the internet; and internet connectivity for patrons and staff. circulation desk. 7 PT Senior Pages serve as back up to the New Mexico Circulation Assistant and also check in and shelve library materials. 2 PT Pages check in and clean books. 1 FT Senior Page assist with withdrawing items from the Library as well as repairs to the collection. Reference New Mexico Administrative Code 4.5.2 requires that Public 2 FT reference librarians who provide reference services (as General Services Funds Libraries offer reference service during open hours. NMAC 4.5.2.7 well as other duties). A cataloger, Head of Circulation and from the Library B “Basic library services” means free services provided in a library’s Library Director serve as backup. Budget Required to be a legal service area, including library collections with circulating public library in Ongoing materials; reference services; a catalog of library holdings New Mexico accessible by the public; educational programs; interlibrary loan services; public access computers connected to the internet; and internet connectivity for patrons and staff. Catalog of Holdings New Mexico Administrative Code 4.5.2 requires that Public We currently use SirsiDynix as our online Library Catalog. General Services Funds Libraries offer a catalog of Library holdings, Cataloger oversees the additions and subtractions of the from the Library NMAC 4.5.2.7 B “Basic library services” means free services library materials inventory and records. Catalog records from Budget provided in a library’s legal service area, including library the vendor Ingram (for a fee) then are made better by 1 FT Required to be a collections with circulating materials; reference services; a catalog cataloger. The cataloger also creates MARC records for some public library in Ongoing of library holdings accessible by the public; educational programs; items. The 1 FT Catalog Assistant verify items orders, creates New Mexico interlibrary loan services; public access computers connected to records for magazines, paperbacks and DVDs. the internet; and internet connectivity for patrons and staff.  Educational Programs New Mexico Administrative Code 4.5.2 requires that Public We have budgeted 1 FT Youth Services Librarian, 1FT Youth General Programs Libraries offer a library collection with circulation materials. NMAC Services Assistant and 1 Part time STEM Instructor to plan, Funds from the Library 4.5.2.7 B “Basic library services” means free services provided in a coordinate, and implement programs for the youth services Budget for staff. library’s legal service area, including library collections with area (as well as other duties). 1FT Reference Librarian plans, Donations from the circulating materials; reference services; a catalog of library coordinates and implements programs for adults (as well as Roswell Library holdings accessible by the public; educational programs; other duties) 1 FT Reference Librarian and 1FT Circulation Foundation and the interlibrary loan services; public access computers connected to Assistant help with program promotion (as well as other Friends of the Library Required to be a the internet; and internet connectivity for patrons and staff. duties). We hope to have a Youth Services Librarian soon, in for materials, public library in Ongoing the meantime the Library Director is filling in. Please see equipment, New Mexico attached calendar for a sample of the educational programs performers, and food. offered. We also offer a summer reading program, Raise a Super Reader (1,000 books before Kindergarten) and Be a Super Reader (300 books before 6th grade). Interlibrary Loan Services New Mexico Administrative Code 4.5.2 requires that Public 1 FT Reference Librarian manages the Interlibrary Loan General Services Funds Libraries offer a library collection with circulating materials. NMAC Services (as well as other duties). from the Library 4.5.2.7 B “Basic library services” means free services provided in a Budget library’s legal service area, including library collections with Required to be a circulating materials; reference services; a catalog of library public library in Ongoing holdings accessible by the public; educational programs; New Mexico interlibrary loan services; public access computers connected to the internet; and internet connectivity for patrons and staff. Public Access to Computers New Mexico Administrative Code 4.5.2 requires that Public We work with the City of Roswell IT Department to provide IT Department Connected to the Internet Libraries offer a library collection with circulation materials. NMAC and maintenance of computers and internet access to the support. General Staff and Internet Connectivity 4.5.2.7 B “Basic library services” means free services provided in a public and to the library staff. We have software to manage Funds from the Library 1 as it is required for Patrons and Staff library’s legal service area, including library collections with the public computers and printing. We receive Budget and General to be a public circulating materials; reference services; a catalog of library reimbursement for internet service and equipment through a Obligation Bond Ongoing holdings accessible by the public; educational programs; Federal program (e-Rate). We use General Obligation Bond Funds. Also use E-Rate library in New Mexico interlibrary loan services; public access computers connected to Funds to purchase the computers for the public and staff Funds the internet; and internet connectivity for patrons and staff. Administration Certification is mandated by statute in the New Mexico Statutes To be eligible to receive public funds under the 4.5.2 New General Services Funds Annotated (NMSA), Chapter 18, Articles 2-8 through 2-18. A Mexico Administrative Code (NMAC) library directors in from the Library permanent professional librarian’s certificate is required for the communities with a population of 3,000 – 15,000+ are Budget Required to be a chief librarian of any library: (1) supported in whole or in part by required to obtain certification. We have 1 FTE Library public library in Ongoing public funds, and serving a municipality or other political Director with a New Mexico permanent professional New Mexico subdivision having a population in excess of fifteen thousand librarian's certificate and a .5 PT Administrative Assistant who persons as shown by the last federal decennial census. tracks funds (as well as other duties).