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HomeMy WebLinkAbout2000-02-29 Bd Comm minutesMINUTES Agenda item 3A IOWA CITY PUBLIC LIBRARY BOARD OF TRUSTEES REGULAR MEETING JANUARY 27, 2000 - 5:00 PM Members Present: Winston Barclay, Linda Dellsperger, Mary McMurray, Shaner Magalhfies, Mark Martin, Lisa ParkeL Jesse Singerman, Jim Swaim Members Absent: Linda Prybil Staff Present: Barbara Black, Maeve Clark, Susan Craig, Larry Eckholt, Debb Green, Heidi Lauritzen, Kara Logsden, Martha Lubaroff, Liz Nichols Others: Kathryn Ratlift- Press Citizen, Adam Lowenstein - Gazette, Bob Roeif, Bob Elliott, Shirley Wyrick, Gary Sanders CALL TO ORDER: President Martin called the meeting to order at 5:04 p.m. PUBLIC DISCUSSION Shirley Wyrick addressed the Board. She stated that she wants the library to succeed in the building project and made some suggestions. One is to make our meetings more known to the public. She also is concerned with all the negative letter writing. She encouraged the Board to respond. She knows that there are good arguments for our position. She also stated that there is a misconception that the library is used heavily by University students. The reality is that it used more by senior citizens. Martin thanked Wyrick. Martin said that if we advertise the meetings more aggressively than we do we will not be able to meet in this room. We will schedule meetings in Room A when it is available. The Board does not want to bump anyone from the heavily scheduled Meeting Room A. Martin reported that we are planning to respond to the articles and letters to the papers. Board is planning to schedule "office" hours where they will make themselves available to the public to answer questions and provide information. Sanders spoke up in favor of expansion and reiterated that the Board needs to be much more open. He suggests inviting people; particularly people who are writing letters in opposition, creating more of an invitational atmosphere by requesting and welcoming the public. He said that some projects take time especially when they are competing with other venues. His hope is that by the next meeting we could use a larger room and encourage people to come and ask questions. Singerman agreed. She feels that someone should respond to every individual who writes ICPL Board of Trustees Agenda item 3A January 27, 2000 Page #2 a letter. Invite people to come to meetings and office hours and bring their friends so that we can present our point of view. Reach out and react. Parker said that the Press Citizen would run her letter on Monday. ICON will also be running it and the Gazette is very interested in her submitting an opinion piece. Approval of minutes The minutes of the regular Board meeting of December 16 were approved unanimously after a motion by Swaim/Parker. Unfinished Business Building Project Craig drafted a memo after the last meeting which Martin reviewed ,and it was sent to City Council. She tried to reflect accurately the Board's feeling regarding scheduling a joint meeting on the 14th Of February, as well as informing them of the status of other library building suggestions; like Old Capitol Town Center and Kirkwood. Design process and timeline. Staff has been reviewing layouts and plans of the interior and it is getting closer to what we want. At the last visit on January 21, there was a session in the afternoon which included Martin, Parker, Mayor Lehman, City Manager Atkins, Karin Franklin, and David Schoon of Planning. They saw the drawings of the exterior and had a good reaction to them. Craig has not gotten an official response about having a joint meeting; although she:does not expect it to be a problem. The Board will meet at 4:00 p.m. in Meeting Room A prior to the council roeling on the 14m. It will be similar to the last joint session we had except we will go to Council Chambers because they have other work scheduled before and after. Martin asked for a report from the Communication Committee. They had not met yet. Parker's letter was circulated. The committee will meet soon now that all members are in town. Barclay has been in touch with the editorial page editor of the Gazette. He will also write a guest opinion. Barclay has researched other libraries and their strategies for building expansion. He will share information with Board members. Martin asked how the group feels about a letter to letter response. Although Barclay's initial reaction would be to respond to each letter; he is in favor of asking friends of the library to respond; Perhaps it is more valuable for the committee to devote their energies to more substantive responses. As a committee they need to rally people to write supportive letters. Once materials are organized and available in the library and on our web page we need to advertise the availability to the public. Make it known that the meetings and minutes are available to the public. Board is in favor of moving meetings to a larger room. Dellsperger recommends that perhaps some phone follow-up could take place. Barclay expressed concern with the tone of some of the inflammatory language appearing in the ICPL Board of Trustees Agenda item 3A January 27, 2000 Page #3 press suggesting that the Library Board is not interested in doing what is best for Iowa City. People who don't have information impugn the integrity of the Board. Swaim feels that the only way to address is it is have a meeting with the editorial board of the Press Citizen and talk about their subtle opposition to expansion. Martin should be involved at some point. We also do not want to characterize anyone who disagrees as misinformed, simply correct inaccuracies. Martin will work towards setting up a meeting with the editorial Board of Press Citizen and have other Board members present. One of the things we need to address is their holding up printing Swaim's letter, which they had for over a week, until the day that the story came out about the Mall which totally contradicted his letter. A discussion took place about who on the Board should respond to letters; and did all letters have to get approved by the Committee and to come out under the name of the Board. The Building Committee needs to work on building issues. It is important that all responses have the same set of facts. It might be helpful to provide information for board members. Discussion took place on a plan for "office" hours. It was thought that every weekend with alternating Saturdays and Sundays would be beneficial. Board members will be available in Meeting Room C. Library will publicize and put up a poster during that weekend. Trustees signed up for weekend shifts of 11/2 hours beginning with Sunday, February 20 at 1:30 p.m. The architects will see that we have some computerized drawings to put on the web site along with a revised FAQ. Magalhaes reported on a new communication from Madison Realty, owners of Old Capital Town Center. In it they offer to consider selling us the entire JC Penney building and possibly additional space on the 2na floor if desired. He is asking Arkins to bring it before City Council.~ When questioned by Board members, Craig said the 2na floor will not hold book stacks. You have to pay $10 to $15,000 to have engineers just look into it. Madison Realty does not say how much they would be willing to sell it for. The cost of redesigning space to make a library fit could cost as high as $100 per square foot. We are then faced with this current building which would be empty. This is an issue that the library board alone cannot deal with. The City Council would have to proceed with any such offer. We cannot even consider this an option without spending a lot of money to study whether architecturally and structurally it would work. Martin feels that we have to have a conversation with the owners of the mall and do some preliminary investigation. Singerman feels they are looking at us to rescue them from a difficult situation; it is not the library's board's role to solve everyone's retail space problem. Whether or not it is the East Side or downtown, it is not our role. We are trying to provide a library for the public. The City Council has made a policy decision to proceed with this design plan. Singerman thinks that we should not be spending any more money to figure this out. We have spent money to develop a project. Maybe we should contact them and ask them to pursue studying whether or not this could work. Craig and Martin will speak with City Manager and Mayor and determine when we meet with Madison Realty, along with members of the building committee. ICPL Board of Trustees Agenda item 3A January 27, 2000 Page #4 Linda Prybil missed the meeting due to illness. She called before the meeting and wanted to reiterate that it is important to keep the Foundation Board apprised of what is happening. 4. New Business A. Strategic Plan Six month Update Board members felt it was impressive to see all the technology work that had taken place. A question was asked about improving the return at the Circulation Desk. The plan is to add a drop into the counter for AV materials. The remote bookdrops have been very successful. It was asked if any thought has been given to adding more around town. Craig replied that when we get to the point that they are getting filled up every day we can consider either adding more trips or add more sites. In any case that requires more staff. Parker asked again about the boxes that could be placed at counters at Hy Vee. Craig felt that the same criteria would apply and then we could look into that option. Collection: In order to add more books in certain collections, we have to remove books, particularly picture books and large print. Usually, after about 40-60 circulations, popular materials need to be looked at for replacement. One of the problems solved by future expansion is that it removes the pressure of having to withdraw materials; it allows collection growth in areas where there is currently no room: most children's collections, video, CD's and large print. B. Bookmobile/Reading Room A study of bookmobiles has been in our plan for several years as part of our outreach study. Board had also asked Craig to check on a reading room type of branch. There are advantages to both. One moves around a lot and has limited hours and the other stays there and can be open more hours. Either affects our budget and would have to be included in our budget request with a recommendation to City Council. It could not come up for discussion until next September for the 2002 budget. Craig's experience with something like this is that it does not get funded the first time you ask for it. A question was asked about the possibility of a service organization donating a bookmobile. The Optimists donated our van. Bookmobiles are very expensive. It would be a huge undertaking for a service club to raise the type of money that it would take. Proposal includes articles that present a flavor of what different communities do. It can be generic, feature all kinds of collections, include Internet access, or be only children's collections. They would be run all through the year. Dellsperger said she likes the idea but what will we have to give up to get it? Are there operational costs that we would be willing to exchange. Singerman thinks that we should be looking into what kinds of services we think Iowa City needs and deserves and go to Council with a request. If they deny it then we can come back as a Board and discuss what ICPL Board of Trustees Agenda item 3A January 27, 2000 Page #5 we might give up in order to provide it. Barclay likes it because it offers an innovative way to make use of the catalog, reserve a book, pick it up at the bookmobile. Keep in mind that we want to have a longer view for library services. A bookmobile could be a stepping stone for locations for branches. If we start working now we could begin the process. Tying some programming into it with day care providers is a possibility. Space is limited because we could not fit 20 children or seniors into it; but staff could provide a program at a nearby site and then individuals could go into the bookmobile to check books out. Green said she already has staff who are doing outreach and they could do stories in the park and then kids could check out books from a bookmobile. It would not be a significant savings to close down any outreach sites. Most of the money for those collections comes from gift money and minimal staff is involved. We want those collections at neighborhood .centers. Logsden explained that a cargo van is in the budget to be available to make a run to the bookmobile when necessary. Martin recommended establishing a committee who would work on future outreach endeavors. McMurray, Swaim, Magalh~es volunteered and Prybil will be recruited. We want the committee to think about what would make success for the library in this community when comparing bookmobiles and reading rooms. Relay for Life - American Cancer Society Staff asked Board for $100 from gift funds. There was no Hospice Road Race team this year. Four library staff who have been treated for cancer in recent years would be recognized. Singerman/Parker moved to approve the request and it was passed unanimously. Staff Reports Budget meeting with Council There was a good turnout of Board members. There were a few questions about outreach. Martin responded that we were planning to have a group look at outreach. Inservice Day. Report included in the packet. Nichols reported that a needs assessment form has been distributed to all staff in an effort to plan for next year. Cultural District Eckholt has been attending the meetings that include the library as part of the cultural district otherwise called the Epicenter. Development Office Report In packet. Reminder of Spelling Bee, February 8 Readings - Several articles included. Child accosted The news article about this incident was included. In library's case a child was lured into ICPL Board of Trustees Agenda item 3A January 27, 2000 Page #6 the restroom in lobby from the children's room. Staff is very careful. Child was in Children's room with his mother at the time. Announcement from Members Magalhaes reported that the Local Government Affairs committee for the Chamber of Commerce would be talking about library in March. Financial Reports , We have spent about 56 % of our operating budget at this point, which is where we want to be. Fine revenue is down 5 % attributable to the receipt printers, easy renewal, and book drops. Can we print our phone number on the receipts? Not possible at this point but it is on the magnet given out at the Circulation Desk. Use Reports Six month Output measures Circulation by Area/Agency It was requested that we schedule a report on homebound service at a future meeting. Disbursements: : Review Visa expenditures for December, 1999 Approve Disbursemerits for December, 1999. Motion to approve Singerman/Parker. Passed unanimously. ' Set agenda order for March meeting. Madison Realty discussion Building discussion Adjournment 6:45 p.m. Minutes taken and transcribed by Martha Lubaroff DRAFT POLICE CITIZENS REVIEW BOARD MINUTES - February 8, 2000 CALL TO ORDER Vice-Chair P. Farrant called the meeting to order at 7:00 P.M. ATTENDANCE Board members present: P. Hoffey, P. Farrant, and J. Stratton; members absent: L. Cohen and J. Watson. Staff present: Legal Counsel C. Pugh and PCRB Assistant S. Bauer. Captain T. Widmer was also in -attendance. CONSENT CALENDAR Motion by P. Hoffey and seconded by J. Stratton to adopt the Consent Calendar. P. Hoffey advised Captain Widmer of the Board's appreciation and usefulness in receiving the ICPD Training Bulletins. Motion carried, 3/0, Cohen and Watson absent. RECOMMENDATION TO COUNCIL None NEW BUSINESS None OLD BUSINESS Plans for Meetingt with City Council Farrant distributed Watson's redrafted working document regarding PCRB Concerns/Issues. Discussion followed. Further discussion was deferred to the next meeting. Farrant also informed Board members that Chair Watson had conversations with Chief Winkelhake regarding timelines of reports, and was informed that the Chief has instituted some process changes that should make extension requests less frequent. Watson suggested that this issue be dropped for now. PUBLIC DISCUSSION In response to Hoffey's comments regarding the Board's appreciation in receiving the ICPD training bulletins, Captain Widmer informed the Board that although the training bulletins do fall under his supervision, in fact the person now in charge of this is Officer Kevin Hurd, whom Widmer commended. MEETING SCHEDULE Special Meeting February 22, 2000, 7:00 P.M. · Regular Meeting March 14, 2000 · Special Meeting March 28, 2000 · Regular Meeting April 11, 2000 BOARD INFORMATION None STAFF INFORMATION S. Bauer - informed the Board that the Clerk's Office is temporarily located at the end of the hall, in the former Public Works/Engineering offices, while the C!erk's Office is being remodeled and expanded. EXECUTIVE SESSION Motion by P. Hoffey and seconded by J. Stratton to adjourn into Executive Session based on Section 21.5 (1)(a) of the Code of Iowa to review or discuss records which are required or authorized by state or federal law to be kept confidential or to be kept confidential as a condition for that government body's possession or continued receipt of federal funds, and 22.7(11) personal information in confidential personnel records of public bodies including but not limited to cities, boards of supervisors and school districts, and 22.7(5) police officer investigative reports, except where disclosure is authorized elsewhere in the Code; and 22.7(18} Communications not required by law, rule or procedure that are made to a government body or to any of its employees by identified persons outside of government, to the extent that the government body receiving those communications from such persons outside of government could reasonably believe that those persons would be discouraged from making them to that government body if they were available for general public examination. Motion carried, 3/0, Cohen and Watson absent.. Open session adjourned at 7:20 P.M. REGULAR SESSION Regular meeting resumed at 7:38 P.M. Motion by P. Hoffey and seconded by J. Stratton to review the Chief's Report on PCRB Complaint #99-05 at level 8-8-7 B. 1 (a), on the record with no additional investigation, in accordance with the Ordinance. Motion carried, 3/0, Cohen and Watson absent. Motion by P. Hoffey and seconded by J. Stratton to review the Chief's Report on PCRB Complaint #99-06 at level 8-8-7 B. 1 (a), on the record with no additional investigation, in accordance with the Ordinance. Motion carried, 3/0, Cohen and Watson absent. ADJOURNMENT Motion for adjournment by P. Hoffey and seconded by P, Farrant. Motion carried, 3/0, Cohen and Watson absent. Meeting adjourned at 7:40 P.M. MINUTES SENIOR CENTER COMMISSION TUESDAY, JANUARY 18, 2000 MEMBERS PRESENT: Lori Benz, Joanne Hora, Jay Honohan, Bill Kelly, Allan Monsanto, Charity Rowley, Carol Thompson, and Mary Kathryn Wallace MEMBERS ABSENT: Deborah Schoenfelder STAFF PRESENT: Michelle Buhman, Linda Kopping, Susan Rogusky, and Julie Seal. GUESTS PRESENT: Sam Manley, Betty McKray Bad Bernardini, Jackie Hess and Gretchen Grimm. CALL TO ORDER Honohan called the meeting to order at 3:05. MINUTES Motion: To approve the December minutes as amended. The motion carried on a vote of 8-0. Kelly/Wallace. PUBLIC DISCUSSION Nutrition Advisory Board representative, Betty McKray, requested additional Senior Center designated parking spaces' be made available over the lunch hour in order to accommodate Senior Diners and others who are unable to locate a Senior Center parking space at this time of day. McKray also noted there was some confusion about the weekend shuttle schedule and service. McKray was asked to have Senior Dining staff cooperate with the Center's effort to track parking complaints and thereby document a need for additional parking spaces. Honohan indicated he would speak with Joe Fowler and prepare a report responding to McKray's questions in time for the next Nutrition Advisory Board meeting. Bart Bernardini expressed dissatisfaction with the Commission's decision to close the Golf Room. Commissioners acknowledged Bernardini's longstanding interest and support of the Golf Room and thanked him for his efforts on behalf of the Center. The rationale underlying the decision to close the Golf Room was explained in detail. SKYWALK STRATEGIC PLANNING COMMITTEE - Hora A $120,000 Community Development Block Grant application to assist in funding the skywalk was submitted this morning. If awarded, this money would be used to finance one-third of the skywalk construction costs. The Skywalk Strategic Planning Committee also is asking local businesses leaders for their financial support and working with AT&T Cable Service to develop a television commercial to help in the fundraising effort. 28E AGREEMENT- Honohan At a recent Board of Supervisors meeting Honohan suggested reactivating the 28E Agreement Committee. After further thought, Honohan suggested deferring this action until the City and County are able to complete the FY01 budget process. MINUTES 2 SENIOR CENTER COMMISSION TUESDAY, JANUARY 18, 2000 Motion: To defer reactivating the 28E Agreement committees until after the budget process is complete. The motion carried on a vote of 7-0. Kelly/Monsanto SENIOR CENTER UPDATE Operations - Kopping The Fire Sprinkler Installation and Ceiling Tile Replacement Project has been extended due to complications encountered with the old plaster ceiling in G13. The deadline for completion is now February 2, 2000. By that date the first, second, and Mezzanine levels should be complete, the fire sprinkler system operational on all levels, and the ground floor ready for final review. There will be no further extensions and a charge of $100 per day will be assessed for each additional day it takes to complete this project beyond February 2, 2000. The Furniture and Redecoration Project is scheduled to resume on February 3, 2000. Programs - Seal An update of February programming was presented. Volunteers - Rogusky An update of volunteer programs and opportunities was given. COUNCIL OF ELDERS - Hess A report from the Council of Elders was given. CITY COUNCIL - No report was available. BOARD OF SUPERVISORS - Monsanto/Honohan A report of the Board of Supervisors meeting was given CHAIR'S REPORT - Honohan Honohan reminded Commissioners of the January 22nd goal setting session. He asked that prior to this meeting each Commissioner think about the direction(s) they would like to see the Senior Center move in the next year. Honohan urged Commissioners to promote the Senior Center by speaking at local service clubs. He reminded everyone that potential agenda items need to be brought to the Executive Committee or staff no later than the 2"d Tuesday of the month at 11:00 a.m. in order to be considered for inclusion on that month's agenda. He also reminded Commissioners to turn in their volunteer hours. MINUTES 3 SENIOR CENTER COMMISSION TUESDAY, JANUARY 18, 2000 Commissioners discussed the Board of Supervisors' recent appointment of Supervisor Carol Thompson to the Senior Center Commission. It was noted that concern over this appointment is focused on a potential conflict of interest and not Thompson's integrity or abilities. Motion: To bring the issue of a conflict of interest to the Board of Supervisors. The motion passed on a vote of 7-0. Rowley/Hora Motion: To adjourn. Motion carried on a vote of 7-0. Monsanto/Hora The meeting adjourned at 5:00.