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HomeMy WebLinkAbout2009-07-06 Bd Comm minuteso~-os-os 2a(1) MINUTES FINAL PARKS AND RECREATION COMMISSION May 13, 2009 MEMBERS PRESENT: David Bourgeois, Lorin Ditzler, Maggie Elliott, Craig Gustaveson, Aaron Krohmer, Ryan O'Leary, Jerry Raaz, John Westefeld MEMBERS ABSENT: Margie Loomer STAFF PRESENT: Mike Moran, Terry Robinson, GUESTS PRESENT: Diana Harris, Jean Walker, Misha Goodman, Anne Burnside, Libris Fidelis, Liz Ford, Del Holland, Pete Brokaw, Andy Dudler, Jim Kelly, Barb Meredith, Carrie Norton, Quentin Pitzen RECOMMENDATIONS TO COUNCIL: OTHER FORMAL ACTION TAKEN Krohmer noted a change needed on page 3 of the minutes where is name was spelled incorrectly. Moved by Krohmer, seconded by Ditzler, to approve the April 8, 2009 minutes as revised. Unanimous. PUBLIC DISCUSSION Jean Walker was present to ask for an update on the status of her idea to name Sand Lake Terry Trueblood Park. Moran reported that this request has been put into resolution form and an item and comment have been written and sent to Council. Item is pending at this time. DISCUSSION OF DOGPAC SHARED USE AGREEMENT: Diana Harris returns to the Commission meeting tonight after being asked at last months meeting to provide the Commission with a more detailed breakdown of DogPAC expenditures and revenue. Harris gave some preliminary comments. She asked the Commission to consider the importance of park maintenance and the fact that many people buy their tags with the assumption that that money will go directly back into the existing dog parks or to the construction and maintenance of future dog parks. Changing the sharing agreement may deter some of the public from purchasing these annual tags if this money instead goes into the City's general fund. Krohmer noted that he appreciates the additional information that DogPAC has provided Commission and found this information much clearer than what was initially introduced. However, he strongly encourages Commission to suggest moving the $21,000 into the first year of the budget reductions so as to avoid the elimination of staff positions as much as possible. In conjunction with that he would like to look at Parks & Recreation agreements with affiliate groups. He would like to work it out with Council so that this money is retained in the Parks and Recreation Department budget and does not go to the general fund. Parks and Recreation Commission May 13, 2009 Page 2 of 7 Anne Burnside was also present at tonight's meeting to address this topic. She noted that she was one of the founders of DogPAC. She would like the Commission to retain the shared agreement, at least in some form, so that DogPAC be receives a portion of the revenue, as well as Parks and Recreation. Krohmer stated that he would be comfortable with the money come back to Parks and Recreation in a grant form to pay back the department for their maintenance costs. He noted that according to the report included in this months Commission packet, it appears that in most cases all or most of the revenue goes back to the city or parks & recreation Departments that run them. Gustaveson stated that he would rather see the money go to DogPAC, therefore, assuring that all funds get used for the parks. In his experience, he has seen money that was designated for neighborhood open spaces and land acquisition go to other areas, rather than those they were designated for. He would like there to be, however, a caveat that someone from the Parks and Recreation Commission or Staff participate in the overseeing of these funds as well. Krohmer noted that his interest isn't just knowing what DogPAC does with the revenue, but that it be used to cover the City's maintenance costs. He feels that money to create new parks and infrastructure costs should come from the CIP plan and bond referendums as they are used over multiple generations, therefore, should be paid for over multiple generations as well. Daily and annual fees should be used for daily maintenance and upkeep. He further noted that he is open to the idea of keeping the 90/10 split if DogPAC either hires private contractors for the maintenance or, again, that a grant program be in place to reimburse the City for their maintenance costs. O'Leary had suggested last month that 100% should go back to DogPAC. Part of his reason for this is that he doesn't see a reason to send any of the revenue to the general fund. He likes the idea that Krohmer suggests of using CIP and bond referendums for infrastructure and daily/annual fees for maintenance. He feels that if 100% of the fees goes to Parks and Recreation, then DogPAC will lose control over where this revenue is used and they have done a great job in the past. He also noted that dog parks are becoming high on the list of factors that people look at when relocating. Gustaveson agrees that it is easier to convince people to get a tag when they know that their money is going directly back to the dog park. He too feels that DogPAC has done a very good job of using money appropriately. Ditzler asked staff if they have concerns with the amount of money used for maintenance and should there be a better balance. Moran stated that regardless of how much money we give to DogPAC, the City owns the property and therefore, is ultimately responsible for its maintenance. However, DogPAC does give money back to the City. He suggested that perhaps the DogPAC board meet again and come back to Commission with a list of items that they can do for us, therefore, keeping the 90/10 split but share the job responsibilities more. In other words, providing for more of the maintenance than they currently do. Misha Goodman, Director of Animal Services, spoke about the fact that these parks are becoming very popular. She mentioned that there has not been an increase in fees since Thornberry Off Leash Park opened. She also noted that she does not feel that the reduction in fees for spade/neutering or microchip has made a difference in people having these procedures done to their animals, feeling that people would get this done either way. Therefore, she feels that consideration should be given to raising the fees and make it an across the board fee with no reduction given for having the animals altered or microchipped. Parks and Recreation Commission May 13, 2009 Page 3 of 7 Some discussion ensued about what can be considered maintenance. Harris noted that items such as additional trees, benches, shelters, etc., should be considered as maintenance. She also noted that the properties that have been used as dog parks were not suitable for housing etc., due to zoning requirements. Westefeld suggested that the decision on the contract be deferred to the June 2009 Commission meeting. He asked DogPAC to prepare a list of what is to be determined as maintenance and also what they can provide the City as far as assistance in maintenance or at least reimbursement for City done maintenance. BUDGET CUT PRIORITIZATION REVIEW: Moran distributed some additional handouts regarding this topic. These were in addition to those already included in Commission packets. He noted that the process has been somewhat difficult with the termination of the City Manager during the process. The proposals for budgets cuts will be presented to Council soon. The proposal shows 1% reduction, 2% reduction and 4% reduction proposals. The 4% cuts are proposed in the event that Council agrees to finance a new fire station and staff for such. Moran communicated that the Council does not want to see the City do more with less, therefore, it will be necessary to cut services to meet the budget cut needs. Moran's proposal does include increase in revenues and he hopes that this can be considered rather than cuts. These increases would be for park shelters, affiliate group fees for use of facilities, City Park ride fees, Cemetery fees, and Dog Park fees. Ditzler asked how we compare to other cities when it comes to affiliate group relationships. Moran stated that everbody has relationships similar to ours. Bourgeois suggested that there be some guidelines put in place for these groups and that they start being charged for their use. O'Leary stated that he feels that everyone that uses a facility should be charged for that use. Krohmer's stated that his instinct is to move things around on the proposal by putting revenue increases at the top of the list. He feels it is important to send a message to Council that the Commission would prefer revenue increases over budget cuts by closing facilities, cutting services and reducing staff. Raaz and Westefeld voice their approval of this concept. Del Holland, member of the public, stated that he feels it is very important to let the Council know the number of people that these service cuts are going to effect. O'Leary feels there is a huge inequity in how our budget is handled. He feels that the public has no idea that by cutting certain services, the cigarette butts will no longer be cleaned up as often on the Pedestrian Mall for instance, as well as many other services that will be cut. SAND LAKE UPDATE: Moran reported that Snyder and Associates, the design firm hired to Sand Lake, have begun the process for the first phase of construction. This construction will include the entrance to the park, the parking area and cutting away for the trail. The City has budgeted $500,000 for construction to this park this year. Snyder estimates approximately $398,000 for their work. An audience member asked what is being planned regarding elevation differences in case of flooding. Moran was not sure at this point. Parks and Recreation Commission May 13, 2009 Page 4 of 7 NATURE SHELTER CONCEPT IN HICKORY HILL PARK: Carrie Norton was at tonight's meeting to discuss the concept of a nature shelter in Hickory Hill Park. Dee Norton was the Chair of the Parks and Recreation Commission in the 1960's when the Commission made a recommendation to City Council for a parklands acquisition bond initiative that passed with wide community support and ultimately brought about the purchase of land for Mercer, Hickory Hill, Terrill Mill and Willow Creek Parks. The Nortons had pledged to build the shelter prior to Dee's passing and Carrie is proceeding with the plan now and is delighted that the Commission is supportive of this project. Carrie Norton hopes that the shelter will be complete by August. This shelter will be built in south Hickory Hill. Quentin Pitzen, the designer, shared plans with the Commission. Moran further stated that it will have arock-face wall that will come up about 3' or so and on the inside of the shelter the proposal is to put 4-5 plates that will provide information about Hickory Hill. There will also be animal tracks placed in the concrete as well. Friends of Hickory Hill is supportive of the project. Moved by Gustaveson seconded by Krohmer to endorse the concept plan presented by Carrie Norton to build a nature shelter in_Hickory Hill Park. Unanimous. ANIMAL SHELTER DISCUSSION: Misha Goodman distributed a concept plan to Commission. The City is looking for a new location for the Animal Services building. Goodman is proposing that this facility be placed inside Sand Lake Recreation Area and is here to get some feedback from the Commission. Westefeld asked if there were any ideas on a specific location within Sand Lake and what are the other locations are being considered. Goodman reported that initially the City and the City Manager discussed only looking at City owned property. Recently she has been told by the Planning Department, without the approval of the City Manager, to go ahead and look at private property. However, her preference would be to use City-owned property. Other possible locations are 1) either side of the airport but that area is being designated for industrial businesses; 2) across the river on Riverside Drive, however, she stated that this area is not aesthetically pleasing. She feels that aesthetics are important as several people to come to the facility as a destination point, not just to get licenses, dog park tags and for adoption purposes. Raaz asked about funding for the new facility. Goodman stated that the facility will be FEMA funded and any additional funding with come from their foundation and the capitol campaign. The new facility cannot be placed in a flood zone per FEMA requirements. The current location is not a possibility as it is designated park land and the property size is not sufficient. There are easements on this property that will not allow for expansion. Krohmer asked if they have looked north of McCollister Blvd. for any available property, stating that he thought there were one or two outlots available. Goodman said that this area is overcrowded and she believes that this entire area has been slated for subdivision. She further noted that you to not want to place an animal shelter too close to a neighborhood. Westefeld asked staff what the next step is. Moran noted that a couple of things have to happen. FEMA has not disqualified the current animal shelter location yet so that needs to be done. Goodman stated that her reason for moving forward without word from FEMA, is that they (FEMA) has directed them to move forward. FEMA gives about 15 months from the time they give the go-ahead to completion. Commission talked about the importance of considering access concerns as well as fuel cost concerns, expressing that it is necessary to have the shelter in an area where drivers are not having to drive further to get to their destinations. Goodman reported that she will be in touch with transit to discuss their bus routes. Parks and Recreation Commission May 13, 2009 Page 5 of 7 Harris noted that in the past she and Terry Trueblood have had discussions about when new parks are constructed that some land be set aside for dog parks. She would like that to be considered if animal shelter is put at Sand Lake. Krohmer sees this as a feasible location as long as it doesn't alter the initial master plan. Jean Walker, member of the audience, expressed her excitement over this as a possible location. She noted that in Washington they have a shelter on the edge of a park and consider themselves very lucky to have it in such a location. Goodman asked Commission to look at concept and send comments to her or Mike Moran. NEIGHBORHOOD MEETING UPDATES: There have been two meetings held to date. Consensus is that they went very well, although, they were small crowds. Raaz asked if there was a common theme that came out of the meetings. Moran said no. He further stated that the Gallway Hills Neighborhood discussed some property that will soon become available and discussed what they might like to see developed there. Talked at both meetings about the funds available in their neighborhood open space accounts. Next meeting is scheduled for June 21.. DISCUSSION OF CITY COUNCIL MEETING Commission is scheduled to meet with Council on May 18 at 6:30 p.m. The main discussion will focus on the master plan. The resolution to approve the master plan will be on the May 19 Council Agenda. Moran suggested that members also discuss with them the proposal to rename Sand Lake. He reported that there is some resistance to this idea. The feeling is that the timing is bad and that it sounds like a memorial. Kohler suggested that Commission deliver the idea as a honorarium to Terry Trueblood rather than a memorial. Krohmer also suggested that the master plan be introduced as a economic development plan. O'Leary agrees with selling master plan as economic plan for all ages and expressed the need for Commission unity before delivering to Council. Gustaveson asked if we should have Westefeld address Council or each Commission member. Moran suggested that we let Council take the lead. Commission members planning to attend are Krohmer, Elliott, Bourgeois, O'Leary and Westefeld. COMMISSION TIME: Gustaveson noted that he uses Rita's Ranch on a regular basis and the comments he receives from users is very positive. He asked Robinson if he is aware of the need for adjustment to the gates and Robinson stated and he is aware. Gustaveson also asked if there would be benches placed in the park. Robinson said that there have been no requests or mention of such from DogPAC. Elliott expressed her gratitude to Mike Moran for going out to the neighborhoods and taking on this extra responsibility. Parks and Recreation Commission May 13, 2009 Page 6 of 7 O'Leary discussed his concern about littering in the city having witnessed for himself a person disposing of a diaper on a city street just today. Moran reported that he did get a report from PD and that there were 14 citations written last year for littering on the Pedestrian Mall. O'Leary feels that we need to look at increased enforcement. Bourgeois expressed his desire to go ahead and look at charging affiliate groups for their facility uses as a way of increasing revenue for the Parks & Recreation Department budget. CHAIRS REPORT Westefeld expressed his thanks to Terry Robinson and his department and any others involved in the renovation of City Park after the flood damage. DIRECTOR'S REPORT Moran reviewed a memo from City Attorney regarding email communications between Commission members. He advised Commission that their emails may become public records subject to disclosure. Emails between members raise issues under the State's open meetings law. Members were encouraged to review the memo included in their packets for more detailed information. Moran received some numbers from the Parking Division regarding parking revenue lost if the City provided free parking during the Saturday morning Farmers Market. This loss amounts to $10,000. David Bourgeois would like more detailed information. Krohmer suggested that we talk about increasing vendor fees at a later meeting as well. Moved by Krohmer, seconded by Elliott to adiourn at 7:00 n.m. Unanimous. Parks and Recreation Commission May 13, 2009 Page 7 of 7 PARKS AND RECREATION COMMISSION ATTENDANCE RECORD YF,AR 2009 NAME TERM EXPI ~ .~ .., ~ er, o ~ ~ e~ ~ ~ ~ ~ ''" ~ o. N RES David Bour eois 1/1/11 X O/E X O/E X Lorin Ditzler 1/1/13 X X X X X Maggie Elliott 1/1/13 X X X X X Craig Gustaveson 1/1/11 O/E X X X X Aaron Krohmer 1/1/13 O/E X X X X Margaret Loomer 1/1/12 X O/E X X O/E Ryan O'Lea 1/1/10 X X O/E X X Jerry Raaz l/1/12 X X X X X John Westefeld 1/1/10 X X X X X KEY: X = Present O = Absent O/E = Absent/Excused NM = No meeting LQ = No meeting due to lack of quorum .Iowa Gity Public Library BOARD OF TRUSTEES Minutes of the Regular Meeting April 23. 2009 FINAL APPROVED Members Present: Michael Cohen, Thomas Dean, John Kenyon, William Korf, Thomas Martin, Mary New (left at 6:20), Meredith Rich-Chappell, Leon Spies Members Absent: Linzee McCray Staff Present: Barb Black, Terri Byers, Susan Craig, Beth Daly, Debb Green, John Hiett, Charlie Koenigsaecker, Heidi Lauritzen, Kara Logsden, Patty McCarthy, Kathy Mitchell Call Meeting to Order Dean called the meeting to order at 5:07 pm. 2a(2) Public Discussion Staff Union Representative Byers referred to an email Craig had sent to staff on April 22, 2009, which had included a draft of the memo presented to the Board April 23, 2009. Byers affirmed that the staff and Union are prepared to cooperate with Trustees in seeking ways to deal with current budget cuts. She offered to answer any questions the Board might have concerning the Union. Presently, around 80% of bargaining unit employees belong to the Union. Staff member Mitchell thanked Craig for the insightful budget survey sent to staff on April 14, 2009. Mitchell remarked that Craig had shown an intimate and thorough knowledge of the workings of the Library and she praised Craig for putting everything on the table. Craig described the survey: she had asked staff to consider the library's mission, the level of current resources, and the expectation of diminished resources, and then rate listed library collections and services using a scale of five choices: "more resources needed", "should be maintained at current level", "should be cut modestly (0-15%)", "should be cut significantly (16 -50%)", and "should be eliminated". Approval of Minutes The Minutes of the Regular Meeting of March 26, 2009 were reviewed. A motion to approve the Regular Minutes as written was made by Korf and seconded by Kenyon. Motion passed 8/0. Unfinished Business Recommended Budget Reductions: Craig explained that the City Council had requested a list of possible budget cuts from all City Departments. She has not yet received official direction from the City Manager, but believes that each department is supposed to prepare lists to reflect budget cuts of 2% and 4%. Cuts should be from ongoing, not one time expenses. Recommendations are due to the City by May 8, 2009. Council is scheduled to discuss budget priorities on May 26'h and May 28. Craig asked that the Board approve the suggested cuts as submitted at this time. Dean prefaced the discussion with four points: any decisions made that night are proposed, not binding; the proposed cuts are to be made in the fiscal year 2011, which begins July 1, 2010; legally, Trustees have the final say on the Library's budget; and budget setting is a process, of which tonight is only a small piece. He further stressed that he expected the Board to be honest and straighfforward in dealings with the City Council. Craig reviewed the proposal she and staff had put together. It involves a variety of reductions, including elimination of some programs, collection cuts, and staff layoffs. Trustees asked if Craig would consider reduced hours. She responded that the Library currently offers a rich variety of options for the public, but if it were closed, no services would be available. At this time, Craig recommends making cuts without reducing hours. If deeper cuts are needed, reduced hours are a strong possibility and the issue will need to be revisited. Cohen stated that the staff is the Library's greatest resource, and so requested that continuing education not be cut at this time, particularly in light of the earlier reductions to continuing education made in December. Kenyon asked what collections would be most affected by the suggested cut. Craig replied that collections with decreasing use, reference and serials, would be targeted first, and the collection with the smallest growth in use, adult nonfiction, would be next. Craig remarked that management and union members are being asked to consider accepting a smaller wage increase than appears in the current contract. Trimming the upcoming raise from 3.1 % to 2.1 could save an estimated $26,000. However, a formal proposal would require a union vote. A motion to affirm the suggested cuts as prepared by staff, with the amendment that continuing education would not be cut and collections would be cut an additional $5,000, was made by Martin and seconded by Spies. Motion passed 8/0. New Business A. City of Literature Plaque: while the Board favors promoting Iowa City as a UNESCO City of Literature, there was some doubt whether the money for a plaque should be spent in a climate of budget cuts. Kenyon suggested the Library seek donors to offset the cost. A motion to approve the making and installation in the lobby of a plaque bearing the Marvin Bell poem, "Writers in a Cafe", using funds later to be identified, was made by Martin and seconded by Spies. Motion passed 8/0. Craig will get a firm estimate on the cost. B. University Heights Bookdrop: The developer of a proposed housing complex in University Heights has requested that a library book return be include as a feature, all costs to be covered by the City of University Heights. The Board will be prepared to discuss maintaining a bookdrop in the proposed area, providing that the Library incurs no costs associated with same. Craig will prepare figures if they are requested. Staff Reports Department Reports • Children's: The Board complimented Green on "leveraging the budget" through partnerships. • Systems: no comments • Technical Services: The Board was pleased that the public is using Catalog Pro. • Development Office: McCarthy encouraged the Board to attend Sunday's event: the Building the Collection auction. Rich-Chappell commented that she heard McCarthy on the radio promoting the event. McCarthy announced Bill Nusser will be the emcee. McCarthy distributed flyers for the upcoming concert to benefit the Englert Theatre and the Library: Mother's Day Music with Tricia Park and Conor Hanick. New asked why the Library removed the Plexiglas donation cube from the first floor. She remarked that it seemed to be an effortless way to raise a substantial amount for the Library. Craig responded that the staff would consider the issue. • Volunteer Recognition: Board members were encouraged to attend the adult volunteer recognition event on April 29 and the youth volunteer recognition event on April 30. • Reader Report: Article by Todd Brown Miscellaneous: • As a part of the celebration for the Library's 5th anniversary in renovated quarters, ICPL will sponsor the Friday Night Concert on June 12th. The band that night will be the Beaker Brothers. As part of the festivities, staff will launch ICPL book bags into the crowd. • Maeve Clark is currently in Washington DC learning how to administer the ICMA (International City/County Management Association) Public Library Innovation Grant received by ICPL: ECO Iowa City. President's Report Dean appointed Leon Spies, Linzee McCray, and John Kenyon to the committee to nominate officers for the term beginning July 1, 2009. Dean relayed a personal story: his wife and son had developed an interest in jazz music and musicians. His wife stumbled upon an art print at the Book End, depicting jazz greats. She was pleased to note that, after learning about the genre through borrowing books and CDs from the Library, she is now able to recognize most of the musicians pictured. She was more pleased that she could purchase the print for $5.00. Announcements from Members Martin described his recent trip to Des Moines to attend a State Library Commission meeting. He said we could take comfort from the fact that we're not alone; that the state is also facing budget woes and the State Library is preparing for cuts. Committee Reports None Communications Letter from ALA Quarterly Financial Reports The Board was pleased that at the nine month point of the year, expenditures and receipts are at approximately three quarters of budgeted amounts. Quarterly Use Reports The Board was happy to note that library usage continues to increase. Craig revealed that in June, the Library will probably reach the milestone of 1.5 million checkouts in a single year. She suggested recognizing the event with a celebration. Disbursements The Visa expenditures for March 2009 were reviewed. A motion to approve the disbursements for March 2009 was made by Cohen and seconded by Rich-Chappell. Motion carried 7/0. Set Agenda Order for Next Meeting No meeting for May 5'h, keep date open Election of Officers Policy Review Building the Collection report Mother's Day concert report Adjournment A motion to adjourn the meeting was made by Korf. Motion carried 7/0. Dean declared the meeting adjourned at 6:27 pm. Respectfully submitted, Beth Daly Board or Commission: ICPL Board of Trustees ATTENDANCE RECORD CALENDAR YEAR 2009 Meetin Date Name ~rm 1/22/09 2/26/09 3/26/09 4/23/09 ' 5/28/09 6/25/09 7/23/09 $/27/09 9/24/09 .10/22/09 11/19/09 12/17/09 . Michael Cohen ~/~~/~ X O/E O/E X X Thomas Dean ~/ 9t /0 X X X X X John Kenyon ~/~~/~ X X X X X Bill Korf ~/ 91/0 X O X X X Tom Martin 6/30/ ~ X X X X X Linzee McCray ~/ 91 /0 X X X O/E X Mary New 7/~l/~ X X X X X Meredith 6/30/1 X O/E X X X Rich-Cha el 1 Leon Spies 6/30/ X O/E O/E X X KEY: X =Present O =Absent O/E =Absent/Excused NM = No meeting Res =Resigned Iowa City Public Library BOARD OF TRUSTEES Minutes of the Regular Meeting May 28, 2009 Thomas Dean, President Thomas Martin, Vice-President Michael Cohen John Kenyon William Korf Linzee McCray Mary New Meredith Rich-Chappell Leon Spies, Secretary 2a(3) FINAL APPROVED Members Present: Michael Cohen, Thomas Dean, John Kenyon, William Korf, Thomas Martin, Linzee McCray, Mary New, Meredith Rich-Chappell, Leon Spies Members Absent: None. Staff Present: Barb Black, Terri Byers, Maeve Clark, Susan Craig, Debb Green, Heidi Lauritzen, Kara Logsden, Patty McCarthy, Elyse Miller, Hal Penick Guests Present: None. Call Meeting to Order. President Dean called the meeting to order at 5:02 pm. Public Discussion. None. Approval of Minutes. The Minutes of the Regular Meeting of April 23, 2009 were reviewed. A motion to approve the minutes was made by Kenyon and seconded by Rich-Chappell. The motion carried 9~0. Unfinished Business. FYl0~FY1 1 Budget Reductions~Budget Priorities. The City Council requested that departments identify potential service reductions in order to balance the FY10 and FY1 1 budgets. Craig attended the first of two Council meetings on Tuesday night, May 26, 2009. Reductions of $250,000 for FY10 and $1M for FY1 1 were discussed. Council will have another meeting tonight about FY1 1 reductions. Craig was glad to see that the Interim City Manager did not recommend any permanent staff reductions but was concerned because some departments were not included in the reductions at all. Craig believes that the message that City Council is sending with their tentative approval of the reductions as presented by the Interim City Manager indicate that the Library is not a high priority for the City. Craig sent a memo to Board members, Finance Director Kevin O'Malley, Dale Helling, the Interim City Manager, and to Mayor Regenia Bailey expressing her disappointment about the disproportionate cut the Library took relative to other City departments. Dean followed up with most of City Council today and alerted Council that the message they are sending is that the Library is among the lowest priorities of all City departments. In fact, some of the reductions we identified for FY1 1 were included in FY10. Dean reminded the Board that it has the final word on how the Library makes its budget reductions. Cohen said that he believes across the board cuts are not a good idea. He also believes that we may not have communicated as well as we could have to Council. Cohen noted that the City Council, City Clerk, City Manager did not receive any reduction to their budgets. New wondered if perhaps we are a victim of our own success since we do a good job at fundraising. Craig said that this is a possibility. Dean believes that it is possible that when looking strictly at dollars, some of the reductions might look easy, but the scale of the reductions is disproportionate. Craig believes that sometime in June the Council will vote on the proposed reductions. Board members encouraged members of the community to express their feelings about the results of the priority setting process. New asked if a letter to the editor would be a good way to communicate this information to the public. Cohen pointed out that the range of all of the budget reductions is between 0-2 percent and that the Library is in the middle. Spies pointed out that it may be that Council believes that the Library is strong, does its own fundraising, and believes that we are able to absorb the reduction. Spies believes that Board members should individually contact Council members and talk over with them what the inference of the priority setting process means to the Library. Rich-Chappell asked if there would be a public hearing when the Council takes an official vote on this. Craig said that tonight's meeting has no public comment time as it is a work session. Dean suggested that the Board could submit a letter to the Council. Martin believes we should be preparing for FY1 1 reductions as there is a six month or so budget planning window for FY1 1. Spies made a motion that the President or his designee communicate with Council on what the intended message of the priority setting reductions means. The motion was seconded by Cohen. Motion carried 9/0. Dean drafted a document of general principles for the Library to use during the budget cutting process. Staff reviewed the proposed principles and offered suggestions. The principles identify the Library's top priority and then drill down from there. Cohen asked if there was a timeline for Board action associated with the document. Dean said that he thought by September when the budget process is already in motion. Craig pointed out that property taxes for FY10 are already identified and are not as fluid as other types of revenues. Cohen suggested that the Board might want to take action on the document sooner than September. Board members asked about budget reversion. Craig said that in all of the years that she has been doing City budgets, a reversion has only occurred once when the State budget mandated it. Martin believes that the budget should be an agenda item every month from now on. Spies wondered who the intended audience is for the budgeting principles. Dean said that the document is a systematic way of considering budget cuts and identifies where the Library would start its budget considerations. Kenyon believes that the document is important because it provides guidelines that can be used by staff members and Board members to understand and refer to when the Library identifies how it makes budgeting decisions. Kenyon recommends that everyone spend some time with the budgeting principles document and that it be placed as an agenda item on next month's agenda. New Business. Election of FY10 Board Officers. The Nominating Committee presented the following slate: Tom Dean, President (pending reappointment), Vice President, Tom Martin, Meredith Rich-Chappell, Secretary. The slate was approved 9/0. Review of Board Policy #810: Discussion Rooms. This is a regularly scheduled policy review. No proposed changes. No action needed. Review of Board Policy #81 1: Theft, Defacement or Alteration of Library Materials and Resources Policy. This is a regularly scheduled policy review. A motion was made by Martin, seconded by Kenyon to approve the policy as revised. Motion passed 9/0. Preview of New Website. A staff committee has been working on the website redesign for some time. It will go public in June. Penick stated that half of the Library's traffic comes from Google and our current navigation scheme does not support our site as well as it could if you do not start from the home page. The current design is five years old and the ways that people navigate and use the web have changed dramatically in five years. Penick demonstrated some of the website's new features and its new, streamlined look. Rich-Chappell left the meeting at 6:10 pm. Cohen left the meeting at 6:1 1 pm. Staff Reports Departmental Reports: Adult Services. No comments. Circulation Services. McCray appreciated the report on Gloria Lacina, the Library Volunteer of the Year. Information Services. No comments. Development Office Report. Altered Books invitations went out; next Friday June 5 is the exhibit and auction in Meeting Room A from 5-7 pm. There are many submissions this year. McCray asked about the success of the Building the Collection fundraiser and how it compared to prior years. McCarthy said that there were many fewer persons in attendance resulting in fewer funds raised both this year and last year. She emphasized that attendance drives the success of this event. Dean said that it seemed that the same people attend this fundraiser every year. McCray said it was a great event. Volunteer Recognition. Kudos to Mary New, our Board member/volunteer. Reader Report. No comments. Board Recruitment. The deadline for applications is June 24, 2009. Council will address at their meeting on June 30. Tom Dean and Linzee McCray will be reapplying for Board membership. Fifth Anniversary. Saturday, 6/1 3/09 Board members are encouraged to participate in our fifth anniversary by handing out bookbags or slices of cake at the Jay Walljasper event. Miscellaneous. People thought the celebration honoring Ellen Buchanan's 20~h year producing local history programs event was really great. New asked for an appropriate age range for the factory tours. Black said that 5-85 year olds are welcome. McCray was happy to report to her book group that the Library actually uses and works on its strategic plan. 3 President's Report. None. Announcements from Members. None. Committee Reports. None. Communications. Letter from Gloria Lacina. Disbursements. The Visa Expenditures for April 2009 were reviewed. A motion to approve the disbursements for April 2009 was made Martin by and seconded by Kenyon. The motion carried 7/0. Set Agenda Order for June Meeting. Director evaluation. Budgeting Principles. Adjournment. A motion to adjourn the meeting was made by Korf and seconded by Kenyon. The motion carried 7/0. Dean declared the meeting adjourned at 6:32 pm. Respectfully submitted, Elyse Miller Board or Commission: ICPL Board of Trustees ATTENDANCE RECORD CALENDAR YEAR 2009 Meetin Date Name Ex m 1/22/09 2/26/09 3/26/09 4/23/09 5/28/09 6/25/09 7/23/09 8/27/09 9/24/09 10/22/09 11/19/09 12/17/09 Michael Cohen 7/01/13 X O/E O/E X X X Thomas Dean 7/01/09 X X X X X X John Kenyon 7/01/13 X X X X X O/E BiIIKorf 7/01/09 X O X X X X Tom Martin 6/30/11 X X X X X X Linzee McCray 7/Ol /09 X X X O/E X X Mary New 7/01/13 X X X X X X Meredith Rich-Chappell 6/30/11 X O/E X X X X Leon Spies 6/30/11 X O/E O/E X X X KEY: X =Present O =Absent O/E =Absent/Excused NM = No meeting Res =Resigned