Library Board Meeting Minutes - Lincoln City Libraries

Library Board Meeting MinutesTuesday, September 24, 2002Bennett Martin Public Library136 So. 14 th StreetLincoln, NebraskaBoard Members Present: Jim O’Hanlon, Norm Langemach, Darrell Podany, LyndaAnderson, Shirley Maly, Peter Levitov, Jeff Kirkpatrick. Absent: None. A quorum waspresent.Others Present: Carol J. Connor, Library Director; John Dale, Assistant LibraryDirector; Barbara Hansen, Administrative Aide; Paul Jones, Accountant; Julie Simpson,Eiseley Branch Supervisor; Myrna Tewes, Public Services Coordinator; John Felton,Information Services & Technology Coordinator; Pat Leach, Youth Services Supervisor;Holly Paxson, Northeast Service Unit Supervisor; Suzan Connell, Library ResourcesCoordinator; Gary Meier, Building & Grounds Superintendent; Vince Mejer, CityPurchasing Agent.Board President Darrell Podany called the meeting to order at 8:00 a.m. and began themeeting with a welcome to the new board members and the introduction of library staff.APPROVAL OF AGENDA: The agenda/meeting notice was posted according to theOpen Meeting Laws of the State of Nebraska. Mr. Langemach moved approval of theagenda as posted. Second by Ms. Maly. Roll Call Vote: Anderson, Kirkpatrick.Langemach, Levitov, Maly, O’Hanlon, Podany – aye. Motion carried.PUBLIC COMMENT ON AGENDA ITEMS: NoneAPPROVAL OF MINUTES: Mr. Levitov moved approval of the August 27, 2002,meeting minutes as mailed. Second by Mr. Langemach. Roll Call Vote: Kirkpatrick,Langemach, Levitov, Maly, O’Hanlon, Podany, Anderson – aye. Motion carried.STANDING COMMITTEE REPORTS:Committee on Administration – Peter Levitov, Committee Chair, reviewed the historyof the Internet Safety Policy approved by the board on August 27, 2002. It was notedthat it is important to remember that the policy will continue to be examined and changedas circumstance requires.Committee on Buildings & Grounds - No report.Committee on Finance - Mr. Langemach, Committee Chair, reported on the recap ofexpenditures listing claims in the amount of $632,714.89 from operational funds,$20,809.81 from capital expenditures, and $106,200.53 from other funds for a totalexpenditure of $759,725.23. Mr. Langemach moved approval of expenditures and

Library Board Meeting MinutesSeptember 24, 2002 Page 2payment of all claims. Second by Ms. Maly. Roll Call Vote: Langemach, Levitov,Maly, O’Hanlon, Podany, Anderson, Kirkpatrick – aye. Motion carried.SPECIAL COMMITTEE REPORTS:Building Committee – No report.Technology Committee – No report.Ad Hoc Committee on Future Library Development - Mr. Langemach reportedinterviews were done on September 19 th with two firms that submitted proposals for theMain Library Space Needs/Facility Study. Mr. Langemach reported the committeerecommended The Clark Enersen Partners be selected for the project. On behalf of theLibrary Board, City Purchasing Agent Vince Mejer entered into negotiations with TheClark Enersen Partners regarding the fee for the service. The negotiated fee is $65,000.Mr. Langemach moved to accept the proposal from The Clark Enersen Partners and toenter into a contract with them. Second by Ms. Maly.Carol Connor provided background on the project and Mr. Langemach reported on theselection process and the benefits of hiring an outside consultant to do the study ratherthan library staff.Vince Mejer reported on the negotiation process stating that when firms are interviewed,the fee for the service is not discussed until after the firm is selected. After the selectionis made the proposed fee statement is opened and negotiations start. It was announcedthat Library Consultant June Garcia would be working with The Clark Enersen Partnerson this project.As an add on to the project the building’s current HVAC system will be put on a CADsystem in order to have up-to-date drawings of the entire system. The building, theBennett Martin Public Library, was built in three phases which resulted in a verycomplicated HVAC system. The additional cost for this add-on is in negotiation.Roll Call Vote: Levitov, Maly, O’Hanlon, Podany, Anderson, Kirkpatrick, Langemach –aye. Motion carried.Mr. Podany thanked Vince Mejer for keeping the board on task, following the processand negotiating the fee.PRESIDENT’S REPORT: Mr. Podany announced committee appointments for fiscalyear 2002-2003.Administrative: Peter Levitov, Chair; Darrell Podany, Norm LangemachBuildings & Grounds: Shirley Maly, Chair; Lynda Anderson, Jeff KirkpatrickFinance: Norm Langemach, Chair; Peter Levitov, Darrell PodanyTechnology: Darrell Podany, Chair; Jim O’Hanlon, Jeff Kirkpatraick

Library Board Meeting MinutesSeptember 24, 2002 Page 3One Book – One Lincoln: Darrell Podany, Chair; Peter Levitov, Shirley MalyFuture Library Development: Norm Langemach, Chair; Darrell Podany, Jim O’HanlonBookmobile: Jeff Kirkpatrick, Chair; Jim O’HanlonFoundation Board Representatives: Darrell Podany, Lynda Anderson, Norm LangemachUNFINISHED BUSINESS: NoneNEW BUSINESS:Keno Funds Allocation – Mrs. Connor reported on the Keno funds allocation for fiscalyear 2002-2003. A total of $462,000 is allocated to the library from Keno funds thisfiscal year. This represents a substantial portion of the library’s total media budget. Mrs.Connor requested approval to allocate $369,600 for media expenditures and $92,400 fortechnology expenditures. Mr. Kirkpatrick moved approval of the request. Second byMs. Maly. Roll Call Vote: Maly, O’Hanlon, Podany, Anderson, Kirkpatrick,Langemach, Levitov – aye. Motion carried.Hompes Revenue Allocation – Mrs. Connor requested approval to expend the fiscalyear 2002-2003 Hompes revenue, totaling $15,000, for media. Approval moved by Ms.Anderson. Second by Mr. Kirkpatrick. Roll Call Vote: O’Hanlon, Podany, Anderson,Kirkpatrick, Langemach, Levitov, Maly – aye. Motion carried.U.S.A. Patriot Act: Mrs. Connor distributed copies of information received from TonyaSkinner, City Law Department, on September 23, 2002. The Act will not change the wayLincoln City Libraries does business but a decision does need to be made as to whom todesignate as the person at the Library to be the person law enforcement would serve arequest for information. This person would then be in charge of finding the requestedmaterial and work with the Law Department. The board members instructed CarolConnor, Library Director, to designate a staff person to serve as the designated contactperson.It is unclear at this time if this law will be found constitutional. There is very little caselaw involving the USA Patriot Act, and none relating the Act, libraries or computerinformation. The Law Department will keep watch on this issue and report anysignificant changes to the board.DIRECTOR’S REPORT: Mrs. Connor reported on the implementation of the InternetSafety Policy. Orders were placed for a server, server software, privacy screens, recessedworkstations and stickers for patron library cards in August. During September staff isbeing trained and the Internet Safety Policy is being released to elected officials and thepublic. In October information letters to school principals and media specialists (publicand private) will be mailed. In mid-October publicity will start on “It’s a Wide WideWorld of Information @ your library.” This will consist of forms being available atlibraries and on the library website, staff visiting secondary schools and Internet safetypolicy being distributed during Teen Read Week book talks.

Library Board Meeting MinutesSeptember 24, 2002 Page 4As of November 25, 2002 permission will be required for Internet use by unmarriedminors under the age of 17. By January 1, 2003 filters will be installed on Online PublicAccess Catalogs. A report on completion of the implementation will be made at theJanuary 2003 board meeting. It was noted that the Online Public Access Catalogs arenot Internet terminals but due to the expanded capabilities of the catalog’s bibliographicrecord, Internet information is available. In order to allow minors to use the onlinecatalog, filters are being installed on the Online Public Access Catalogs only.The board will be kept apprised of any comments from the public regarding the InternetSafety Policy when it is implemented.Mrs. Connor reported on bookmobile service throughout Lincoln and Lancaster County.With the opening of the Eiseley and Walt branch libraries, staff is re-examining thepurpose and role of the bookmobile. Mr. Podany appointed a board committee to workwith library staff. It is possible that recommendations may be available as early as theOctober board meeting. Mrs. Connor announced that the bookmobile stop at Mark IVEstates will be discontinued as of October 1 st as this stop is across the street from theEiseley Branch and is no longer needed to serve the area. The remainder of thebookmobile stops will continue as is until March 1, 2003.Mrs. Connor reported on the AmeriCorps grant stating that the Library is in the secondyear of the grant, the implementation phase. Two members have been hired withinterviews continuing to hire two additional members.Regarding the Arnold School project Mrs. Connor reported Lincoln Public Schools islooking at remodeling or replacing the school. This presents an opportunity to look atservices for the community it serves. Jim Dyck, an architect, has been hired by LincolnPublic Schools to do a structural analysis of the facility. The library is not in a position atthis time to provide information regarding library service in a joint or co-located facility.It was announced the Lincoln City Library Foundation will be mailing its annual appealat the end of October. The emphasis of the appeal is on the youth collection.Mrs. Connor reported Hickman has indicated it would like to start its own public libraryand has contacted Lincoln City Libraries. The library will cooperate in any way it canand has referred the representatives to the Nebraska Library Commission for assistance.Mrs. Connor also reported that the automation conversion from Dynix to Horizon iscomplete but bugs are still being worked out.It was announced the library’s annual book sale would be held October 3 rd throughOctober 6 th at State Fair Park, upper level of the Grand Stand.ASSISTANT LIBRARY DIRECTOR’S REPORT: John Dale reported on the PolleyMusic Library’s 20 th anniversary, the coffee service at the Walt and Eiseley branchlibraries and the condition of the grounds at the Walt and Eiseley branch libraries.

Library Board Meeting MinutesSeptember 24, 2002 Page 5Library staff celebrated the music library’s anniversary by attending a training session inthe music library capping it off with refreshments in the staff room. Ron Jackson,manager of the Jumpin’ Juice and Java coffee carts at Walt and Eiseley branch librariesreports that business is borderline. John Dale will keep the board informed on theprogress of the coffee service. Complaints have been received about the xeriscaping atthe Walt and Eiseley branches. It is a long process to get the natural grasses established.A meeting with Parks and Recreation will be held to discuss Parks and Recreation doingthe mowing of the library grounds.Mr. Dale also reported that he would like to schedule a tour of library facilities for thenew board members and asked them to contact him regarding their schedules.MISCELLANEOUS BUSINESS: NonePUBLIC COMMENT ON NON-AGENDA ITEMS: None.ADJOURNMENT: There being no further business, the meeting was adjourned at 9:42a.m.