DEARBORN DEPARTMENT OF
LIBRARIES
LIBRARY COMMISSION MEETING
1.
ATTENDANCE:
In attendance were: MRS. NANCY ZAKAR, Chairperson;
MR. MARCEL PULTORAK, Vice-Chairperson; DR. ALEX SHAMI, Secretary-Treasurer; MR.
ROBERT TAUB,
MR. RONALD WATTERS, MRS. SYLVIA PRESSMAN, MR. DAVE
SCHLAFF, Commissioners; DR. PATRICK COADY, Library Director,
MRS. MARYANNE BARTLES, Assistant Library Director,
MS. TARA GNAU and
MRS. JULIE SCHAEFER, Administrative Librarians; OPAL
ZIEMER, AAUW.
Excused: MRS.CANDYCE ABBATT, Commissioner. Absent:
MRS. LILA AMEN, Commissioner.
2.
APPROVAL OF MINUTES:
The minutes of the
3. DRAFT
FY 2005-2006 GOALS:
The list of goals for
fiscal year 2005-2006 was discussed. The
windows and doors at Bryant Branch will be replaced as part of capital
improvements. The roof at Bryant has
damage and will be inspected by a roof inspection company. If work is needed on the roof it will be
added to the capital improvement project for replacing the eaves and gutters at
Bryant. We are working with Milliken
Carpet on the project to replace the carpet at HFCL. We will also replace the carpet in the Health
Department as well. We will be using
carpet tiles and will also purchase replacement tiles for high traffic
areas. We expect to have the
specifications for this project with in sixty days. The next goal on the list is to upgrade the
motor control units at HFCL. The motor
control units regulate the electricity coming into the building. We originally were planning to replace the
units but in working with the architect we now feel we may be able to save
money by refurbishing the units rather than replacing them. Dr. Coady is waiting to receive a report
from the architect to determine if the units may be refurbished. We also plan to upgrade the drinking
fountains in all the library buildings so that they are
4.2005-2006
OPERATING BUDGET STATUS:
Dr. Coady stated that we
have submitted our operating budget. The
Finance Department is currently working with what has been submitted. We have not received any further requests for
additional information. Mr. Pultorak
asked specifically what had been submitted.
Dr. Coady stated we have submitted a complete tentative operating budget
in terms of the numbers but we have not submitted the narrative portion or the
revenue projections for this year or next year.
Dr. Shami stated that he has been absent due to his job so he has missed
some discussions on the budget but he asked if it was being reduced further
from last year. Dr. Coady stated that so
far we have been told we will have the same numbers as last year which is an
automatic cut because inflation has increased our costs. The inflationary items such as supplies,
equipment and materials as well as salary and benefits are separated out from
the rest of the budget. We will have to
cut those inflationary items to meet our budget. We will try to spread those cuts across the
board so that they will not be felt too much in one area. The City is moving toward more cooperative
purchasing across departments which will help to reduce some costs. Personnel costs are treated separately and
because of the cuts we have taken previously we were told we would not be
reduced further in this area this year.
Dr. Shami stated his concern was how this was affecting the morale of
the staff. Dr. Shami stated that the
morale of the staff is very important because it reflects on the type of
service they will give to the public. Dr. Coady stated that the staff do feel
threatened because the City says that 75 to 100 positions need to be eliminated
over the next three years. The City is
attempting to reduce these positions through attrition and so far has not laid
anyone off. Mr. Pultorak stated that the
City will also be further impacted by the State budget cuts.
5.
2005-2006 CAPITAL BUDGET STATUS:
Dr. Coady stated that we went over the capital side
of the budget at the last Commission meeting.
Dr. Coady stated he has asked that a relamping project which had been
requested for a few years out be moved forward.
He is also going to look at some maintenance contracting for our atrium
lighting and similar lighting at the recreation center. So far it looks as if we will get a lot of
our capital deficiencies taken care of in the next 18 months.
6.
FOUNDATION UPDATE:
Mrs. Zakar stated that she had spoken with Mrs.
Abbatt about finding a chairperson for the foundation. Their number one choice has been giving mixed
messages about her interest in the position.
Mrs. Abbatt is planning to contact her again. Mrs. Abbatt is out of town right now but when
she returns she will try to contact her again.
7. DRAFT
LONGER TERM GAOLS:
Dr. Coady stated that he is
trying to put together a packet which will include various things including our
mission statement, draft vision and value statements, role statements and our
draft longer term goals set. When
completed, this packet will be used to orientate new employees or new
Commissioners as to what is expected of staff and what the library is about.
Dr. Coady expects that after the Commission and the library staff look at the
goals they will be discussed and revised.
Mr. Taub stated this would be a useful topic list for a strategic
planning meeting. Mr. Watters asked what
the time frame was for these longer term goals.
Dr. Coady stated that his expectation is that these goals were at a
minimum ten years out or it could be an indefinite time frame. Mr. Pultorak stated that there should be a
continual process of evaluation of these goals and he would like to see that
done by all interested parties to prioritize the goals. He would like to see some sort of tentative
schedule for completing the goals put together.
8.
INTERNET POLICY:
Dr. Coady stated that when we get the new Envisonware product we will have the capability to deal
with Internet users a little differently.
We need to be able to adjust the number of sessions a person may have on
the computer in a day and also to be able to adjust the length of the
session. Within a year Administration
will be able to report back to the Commission on the usage. In the mean time they would like the
Commission to waive the current policy to allow adjustment to the length of
Internet session and the number of sessions in one day. If we have a peak use time we need to be able
to do something about that as people get very agitated having to wait. As long as we have had Internet service
available we have continued to see demand increase. Mr. Pultorak stated that he would support
giving Administration this ability as long as they report back regularly to the
Commission. He would like to see reports
quarterly. Mr. Pultorak asked if there
was a way to restrict Internet usage to
9. NEW
BUSINESS:
Mr. Taub stated that he had
a suggestion. For this meeting the Commissioners received their meeting
materials via email. If the Commission does not have any objection he feels we
should do this from now on. The
Commissioners discussed this and agreed they would like to have the materials
for the upcoming meeting emailed to them.
They will then bring those copies to the meeting. They no longer wish to
have an additional set of copies provided at the meeting. They will bring their
copies from home. Carla will continue to bring extra copies in case someone
forgets to bring theirs. Dr. Coady stated that any Commissioner who wishes to
have a paper copy sent to them can just let Carla know. Mr. Pultorak also asked that Carla call the
Commissioners who are not present today to let them know of the change. Mr.
Taub motioned to have the Commission meeting materials emailed to the
Commissioners in advance of the meeting rather than mailed, seconded by Mr.
Schlaff, all approved.
The changes to the job
titles of the Dr. Coady and Mrs. Bartles were approved by the City
Council. Their titles are now Library
Director and Deputy Library Director rather than City Librarian and Assistant
City Librarian.
Opal Ziemer reported that
FOLD made $2500 from their last used book sale.
The regular May meeting of
the Library Commission will be cancelled.
The Commission will meet on
The meeting was adjourned
at