DEARBORN DEPARTMENT OF LIBRARIES

LIBRARY COMMISSION MEETING

FEBRUARY 13, 2004

1. ATTENDANCE:

The meeting was called to order at 4:07PM. In attendance were:

MRS. CANDYCE ABBATT, Chairperson; MRS. NANCY ZAKAR, Vice-Chairperson;

DR. ALEX SHAMI, Secretary-Treasurer; MS. SYLVIA PRESSMAN,

MR. ROBERT TAUB, MR. DAVID SCHLAFF, MRS. LILA AMEN, Commissioners;

DR. PATRICK COADY, City Librarian; MS. TARA GNAU, Administrative Librarian; MRS.CARLA EGGERT, Recording Secretary; MR. DON VALOCIK, FOLD,

MS. OPAL ZIEMER, AAUW. Absent: MR. MARCEL PULTORAK,

MR. RONALD WATTERS, Commissioners.

2. APPROVAL OF MINUTES:

The minutes of the January 9, 2004 Library Commission meeting were approved as submitted.

3. MARCH MEETING-PAT NOT HERE:

Dr. Coady announced that he would not be able to attend the March Library Commission meeting.

4. APRIL MEETING-CHANGED TO APRIL 2, 2004:

The Commissioners were reminded that the April meeting of the Library Commission has been changed to the first Friday of the month due to the Good Friday holiday falling on the second Friday of the month.

5. CODE OF CONDUCT-CELL PHONES:

Dr. Coady reported that last spring staff members attended a workshop on offering consistent customer service. The issue is not that we are giving poor customer service but that patrons may be experiencing varying levels of customer service for similar services. We decided to begin by addressing issues that affected a great many of the staff. We also wanted to start with those issues that were simpler and inclusive. We chose the issue of cell phone use in the libraries as our first topic. This review will be a model for the review of many of the policies we have in place. The current library code of conduct states that cell phone use is not permitted in the libraries but we find that people do use them. We asked staff to review the current policy to see if they felt it was the best policy. We set up an email dialog so that all staff members could discuss their issues with the policy. We set up a committee of three people to review the comments and develop revisions based on those comments. Based on this the staff has recommended removing the cell phone prohibition from the code of conduct. Mr. Taub asked how the public would be notified of this policy change? Dr. Coady stated flyers and signs would be posted in the library. We are hoping to have kiosks and monitors installed in all the buildings, which would tell people about events and policies. Dr. Shami motioned to remove the cell phone prohibition from the code of conduct and to substitute the separate guidelines for cell phone use in the libraries, seconded by Mr. Schlaff, all approved.

6. BRYANT BROCHURE:

We are trying to present a brochure for the public that will give as much information as possible about the budget reductions at Bryant. Dr. Coady stated he wanted the Commissioners to look over the brochure. He will also ask Mary Laundroche of the Department of Public Information to look at the brochure before it is put out for the public. Mr. Schlaff asked where this brochure would be used? Dr. Coady stated that it would be put out at each library building and some parts of the brochure may be used by the Department of Public Information in the city newsletter “The Back Fence”. It may also be used at public meetings or other forums on city budget reductions. Mrs. Abbatt stated that she did not like the statement in the first paragraph that says that the Library Commission is “proposing” additional reductions to branch hours in July 2004 because it sounds as if the Commission has not made a formal decision on the hour’s reductions, which they have. The Commission has already voted on the reductions in hours. Using “recommends” or “has determined” in place of “proposes” is clearer. Also, as it is written now it sounds as if the reductions were the idea of the Commission. The Commission would like to see the first paragraph rewritten to state “ Due to City budget constraints the nine member Library Commission has made a determination to reduce branch hours in July 2004 and that the Bryant Branch Library will become the Bryant Popular Materials Library. In July of 2003, hours at each of the three branch libraries were reduced from 46.5 hours per week to 33 hours per week. As of July 1, 2004 the library staff will have been reduced by 10 full time positions in 2 ½ years.” Also in the 3^rd question where “proposal” is used should be changed to “recommendation”.

Mrs. Amen stated that if we are making other changes to the brochure she feels that it would be better to emphasize the positive by changing as many of the statements to “yes” statements as possible. For example, in question 2, “Will you have the same library materials?” instead of starting with “Bryant will continue to have the same kinds of materials” she would like to see it changed to “Yes, Bryant will continue to have the same kinds of materials...” She feels that this gives a bit more of a positive spin to the information. Also, the brochure needs to have some graphics added. Mrs. Pressman stated that the phone number to call to volunteer should be added to the question “Can you use more volunteers?” Mrs. Abbatt stated the name of the brochure should be changed to “Bryant Popular Materials Library Information for Patrons” or “Bryant Popular Materials Library Questions and Answers” to more clearly explain what information is being presented.

7. BUDGET/STAFF REDUCTION UPDATE:

Dr. Coady reported that City Administration believes that the number of people who will retire will be higher than originally expected. Far fewer people will be laid off or bumped from their position. The original date that the City had set for notifying employees of future lay off has passed and a new date has not been announced. We still believe that we will have an additional three positions lost from the libraries.

The City was also notified that they would receive $2 million back for the funds spent on the illegal oil dumping clean up which will be helpful for the overall budget. City Administration has begun to work through the departmental budgets to shape the city wide operating budget. When the library budget goes to the City Council Dr. Coady would like some of the Commissioners to attend the budget meetings with the Council. Dr. Coady has spoke with Mr. Pultorak regarding some analysis they may want to prepare for those meetings. On the capital side of the budget we have submitted five additional projects for future budget years of the five-year budget, as there were not a lot of submissions for the last two years. We are just about to submit our wiring two project for bid and the fire alarm upgrade is ready to be bid now. The acoustical tile project in the HFCL rotunda area has been completed.

8. CHILDREN’S STUDY UPDATE:

Dr. Coady reported that the children’s study is coming to an end and in the next thirty days or so they should have the final report from Charlene Ezell. It looks as if everything is going well. If the current determinations regarding Bryant stand, there will not be a children’s librarian at Bryant. We would then have to decide on moving staff so there is the potential for internal staff shifts as well.

9. GLEN MICHAEL’S UPDATE:

Mr. Michaels is currently firing and assembling the five sections of glass pieces for the bottom of the HFCL rotunda pool. The electrical issues surrounding the lighting of the pool appear to have been resolved though Mr. Michaels still has issues with the type of lighting to be used. Mrs. Abbatt asked when the renovations would start? Dr. Coady stated he felt it would be several more months, closer to December or January next year.

10. VOLUNTEER STUDAY UPDATE;

Ms. Gnau reported that the volunteer study is under way. We have contacted approximately 34 public libraries and 1 academic library in the United States, Canada and New Zealand. We have received a reply in one form or another from a little better than half of those libraries. The Commissioners were previously given a list of the types of questions that we are asking. We have had some of the libraries we contacted refer us to other libraries. The academic library was added after seeing an article in a library newsletter about the University of Illinois library system using volunteers to stay open after they thought budget cuts would force them to close a certain number of hours. Ms. Gnau also attended a meeting last week of the Metropolitan Detroit Volunteer Association Network. It was very interesting and she picked up some good information in terms of ideas and sources. Ms. Gnau reported that she should have a draft report to present to the Commission at the next meeting.

11. NEW BUSINESS:

Mr. Valocik from Friends of the Library distributed a two-month report for November and December 2003 for the gift shop. The question of whether or not FOLD owes sales tax has returned. They have determined that earnings over $5000 require sales tax be sent to the state. The gift shop does not generate this much but the used book sale does. The payments will have to be sent in monthly due to the fact that FOLD has earnings over $750 monthly.

Dr. Coady is waiting to hear from Finance regarding this issue. He was advised that we do have sales tax recording occurring with other city entities. The city would do the filing for the book sale monies because city material is being sold. Mrs. Abbatt asked what the normal range of sales revenue is for the book sale? Mr. Valocik reported it is approximately $1800 to $2000 per month. Mr. Schlaff reported that you receive a 5% percent discount on sales tax due to the state for paying on time. On $1800 of sales approximately $95 in sales tax would be due a month. The Commission’s recommendation is to raise the price of the material sold or to figure the sales tax on each purchase.

Mrs. Abbatt asked how the meeting with the Presidents of the Dearborn Neighborhood Associations went? Dr. Coady reported that this is a monthly meeting that the library was invited to attend in light of the upcoming budget reductions. The Mayor, Dr. Coady, Mrs. Bartles, Ms. Hook and Ms. Gnau all attended. Mr. Pultorak also attended and was very helpful in answering questions.

Dr. Coady, Ms. Gnau, Sylvia Pressman and Councilman Polidori attended the St. Paul Lutheran Church meeting. The consensus from that meeting of what the public present wants seemed to be the restoration of hours rather than a full complement of professional staff. There were some questions about reference service, as there seems to be some misconceptions about what reference service is. Dr. Coady felt it was a good meeting and thanks to Mary Joe Durivage for her work in having it.

Mrs. Abbatt reported that the Foundation sub committee met at a breakfast meeting today. They have identified and ranked four potential candidates for chairperson who they will begin to contact shortly.

The meeting was adjourned at 5:15pm

Dr. Alex Shami

Secretary-Treasurer