DEARBORN DEPARTMENT OF LIBRARIES

LIBRARY COMMISSION MEETING

January 10, 2003

1. ATTENDANCE:

The meeting was called to order at 4:00PM. In attendance were:

MRS. CANDYCE ABBATT, Chairperson; MRS. NANCY ZAKAR, Vice-Chairperson; MRS. LILA AMEN, MRS. SYLVIA PRESSMAN, MR. MARCEL PULTORAK,

MR. DAVID SCHLAFF, MR. ROBERT TAUB, MR. RONALD WATTERS, Commissioners; DR. PARTRICK COADY, City Librarian;

MRS. MARYANNNE BARTLES, Assistant City Librarian, MS. CAROLYN HOOK,

MS. TARA GNAU, Administrative Librarians; MRS.CARLA EGGERT, Recording Secretary; MS. OPAL ZIEMER-AAUW. ABSENT: DR. ALEX SHAMI, Secretary-Treasurer.

2. APPROVAL OF MINUTES:

The minutes of the December 13, 2002 Commission meeting were approved as submitted.

3. GIFT OF $10,000-UPDATE:

DR. COADY reported that he sent a draft gift statement to the potential donors of the $10,000 gift as discussed at the last Library Commission meeting. The draft gift statement incorporated the Library Commission’s concerns about fees and the fact that the principal, without being resupplemented, would diminish in purchasing power over time. DR. COADY explained to the potential donors why it was necessary for the Library to add these contingent statements to protect itself against costs and administrative fees associated with a restricted gift. DR. COADY felt that they might call back to discuss the gift statement or to negotiate the contingent statements but the potential donors emailed back to say that this was not what they really wanted to do with the funds. Their original intent was to set up some type of scholarship so they will most likely take their donation elsewhere as they have not contacted DR. COADY again.

4. SUPERVISOR CHANGES:

DR. COADY reported that there are fairly extensive position changes coming up with our supervisors. These changes are being made to broaden our supervisors experience and skills. The changes will give supervisors more empathy for other agencies. At the same time these changes are upsetting for some supervisors and staff. DR. COADY feels that these changes are timely and we have waited a long time to do them.

5. CO-SPONSORSHIP DRAFT POLICY:

The draft co-sponsorship policy was distributed to the Library Commission at the December meeting. The policy addresses meeting space issues for community groups desiring to use library. Separate policies will be drafted for art exhibits and displays. Use of library space for art exhibits is down this past year and the establishment of the FOLD gift shop has changed our space somewhat. CAROLYN HOOK reviewed the documents distributed at the December Library Commission meeting that dealt with the Monroe County Library in Indiana’s co-sponsorship policy. The policy presented in that material was very specific to the use of meeting space and we feel that a broader policy fits our needs better in bridging to community groups. MR. TAUB motioned to approve the co-sponsorship draft policy as presented, seconded by MR. SCHLAFF, all approved.

6. BRYANT LIBRARY PROPERTY:

DR. COADY reported that he had asked Corporation Counsel to review the title of Bryant Branch Library to determine what would happen to the property if it no longer operated as a library. Corporation Counsel has reviewed the document and they have advised us that the property would revert back to the Ford family if it were no longer being used as a library. MR. SCHLAFF inquired as to why we were looking at this now?

DR. COADY stated the library system has been asked, along with all city departments, to look at ways of downsizing and reducing costs. If closing a branch were to become necessary, Bryant Branch Library would have been the logical choice. MR. SCHLAFF suggested that we might have the Legal Department check with the Ford family to see what their level of interest would be. MRS ABBATT stated that the fact that the land would revert to the Ford family could be used as a deterrent to the City closing a branch location.

7. BUDGET UPDATE FOR 2003-2004 YEAR:

DR. COADY reported we have had problems with our elevator system at HFCL. We have had a lot of maintenance and we had a leveling problem that caused a trip and fall incident. City Elevator gave us an estimate of about $200,000 to update the elevator system and additional $20,000 for refurbishment of the elevator cars. We also had an architectural firm do a feasibility study to upgrade the fire alarm system at HFCL. DR. COADY spoke to the DPW director regarding these items and he advised that DPW had some funds available for use on safety deficiency projects. We will move forward on both of these projects. DR. COADY also reported that we would move forward with a noise abatement project at HFCL, which will cost approximately $35,000 and should greatly reduce some of the noise issues. We will use library aid funds for the noise reduction project. The roof replacement at HFCL and the roof replacement on the old part of the building at Esper have both been funded and will begin in the next six months. We have submitted a capital improvement plan for new carpeting at HFCL. DR. COADY stated that he has not received guidance as of yet on the operating budget.

8. NEW BUSINESS:

OPAL ZIEMER attended the meeting representing the AAUW. She is also a member of FOLD. She reported that the FOLD book sales, which are held at HFCL, would be held on the first Wednesday of every month beginning in February. Instead of splitting the day into two segments as they did before the book sale will now be open from 9:30am until 6:00pm.

The meeting was adjourned at 4:55PM.

DR. ALEX SHAMI

SECRETARY-TREASURER