Agenda Date: 01/05/2021
Subject:
Title
Ordinance 49-2020: An ordinance on second reading repealing Chapter 7, Title 2, of the city code regarding the establishment of the Library Board
Body
|
Prepared by: |
Kelli Narde, Director of Cultural and Media Services |
PURPOSE:
To consider an ordinance on second reading repealing a section of the city code regarding establishment of the Library Board.
PRESENTATIONS:
Staff Presenter(s): Kelli Narde, Director of Cultural and Media Services
Nancy Trimm, Bemis Public Library Director
Additional Presenter(s): N/A
SUMMARY:
Due to COVID 19 restrictions, layoffs, and employees taking advantage of the early retirement program, the Bemis Public Library has experienced a staff reduction of 30% (decrease of 36 FTEs to 25). There has not been a corresponding reduction in demand and delivery of programs or services. In fact, the opposite is true as staff pivoted to provide a never-before seen level of online and digital programs to meet the needs of today’s realities. For example, Bemis Public Library provided many online learning services to parents, teachers and students as the pandemic shifted most educational programs to the home. Database use skyrocketed thanks in large part to the OneCard partnership with Littleton Public Schools. Computers continued to be available to those lacking access to technology who rely on this service to apply for jobs and unemployment benefits.
With the addition of the Littleton Arts and Cultural Commission (LACC) which was approved by city council in late 2019, the staff of the Cultural and Media Services Department support a total of four boards including the Library, Museum, and Fine Arts Boards. Staff has determined that it is no longer sustainable or practical to facilitate the agenda management, minutes, meeting time, and other associated tasks for these boards comprised of a total of 30 members.
For many years the Library Board and Museum Board made tremendous strides in positioning these facilities for success and their members served as enthusiastic ambassadors. Today however, the responsibilities of these two boards are in very close alignment to and overlap with in many cases, the Charter (attached) of the LACC which has adopted bylaws and is very close to finalizing a Strategic Plan.
The description of the Library Board is as follows:
The Library Board acts as a representative body for the citizens of the city, for advising the library director and city council of the citizens’ interests and concerns about the library. The primary purpose of the board is to assist the library director in planning for library services and programs in response to community needs. Responsibilities of the board include reviewing and recommending a long-range plan, the annual programming, budget, and making recommendations regarding the use of gifts for library use. The board also serves as an advisory body in the formulation of the library policies.
Many of the tasks identified in the description of the Library Board are now more appropriately assigned to staff in order to best support the Heritage, Arts, Recreation and Tourism (HART) component of the Envision Littleton Comprehensive Plan. This board description dates back to at least 1960 and its duties are not as closely aligned with the realities of today’s contemporary library programming and operations.
City Manager Relph recently completed the final phase of his reorganization plan following the retirement of the Deputy City Manager and the Economic Development Director. The new department of Cultural and Media Services includes Bemis Public Library, the Littleton Museum, and Communications. The group recently completed a retreat and has drafted a workplan which includes reorganizing the three departments to be strategic and collaborative in major initiatives in 2021 that include: deployment of the Visit Littleton brand logo and slogan, a complete rebuild of the littletongov.org website, a new strategic plan for the library, designing and creating the grant-funded maker space at the library, the grant-funded improvements to technology in the orientation room at the museum, and exploration of fees for non-resident museum visitors.
PRIOR ACTIONS OR DISCUSSIONS:
The proposal was presented to council at its December 8 study session.
This ordinance passed on first reading on December 15, 2020.
ANALYSIS:
Staff Analysis
Staff took the opportunity to evaluate the ability and need to continue to support four boards and recommends the Library Board be eliminated effective March 31, 2021 and consolidated with the LACC. The board would have three more meetings in order to complete any unfinished business. Staff further recommends expanding LACC from nine (9) members to eleven (11) and appointing the current chairpersons of the Library Board and the Museum Board to LACC effective April 1, 2021 to 1-year and 2-year terms respectively. These appointees would be eligible for reappointment. When LACC was created in 2020, council appointed three (3) members to 1-year terms, three (3) members to 2-year terms, and three (3) members to 3-year terms to establish a staggered reappointment/replacement schedule. With three (3) 1-year appointees to LACC up for reappointment/replacement and the addition of these two (2) new positions, there will be a total of five (5) appointments in 2021. Going forward with eleven (11) members, LACC would have four (4) positions up for reappointment/replacement in 2022, four (4) in 2023, and three (3) in 2024.
Upon appointment to LACC, the former chairperson of the Library Board would be responsible for forming a standing subcommittee of up to five (5) members to exercise the functions that had been performed by the Library Board. This subcommittee would meet as needed and as requested by the Library Director.
Staff recommends retaining the Fine Arts Board which produces a number of shows each year.
Reducing the number of appointed boards supported by staff from four to two will allow a more vigorous commitment to achieving the Goals, Policies, and Actions identified in the Comprehensive Plan. In addition, this reduction aligns with Priority Based Budgeting recommendations as this board is self-mandated, meaning the city determines whether or not the board is required. Specifically, the Library Board is in quartile three, meaning less aligned with council and Comprehensive Plan priorities.
The dedicated service of the Library Board members cannot be overstated. Littleton is incredibly fortunate to have residents of their caliber willing to devote time to the community’s success. Staff commends them and thanks them for their service and feels certain they will continue to advocate for one of Littleton’s most treasured amenities.
It is no longer feasible for staff to continue to support four boards due to significant reductions in staffing. Most of the tasks associated with these boards are more practically performed by staff in accordance with professional library practices. Staff recommends eliminating the Library Board and increasing the size of the Littleton Arts and Culture Commission from 9 members to 11 creating two additional positions represented by the chairpersons of the library and museum boards.
Council Goal, Objective, and/or Guiding Principle
GOAL HART 4: A vibrant city for both residents and visitors, enlivened by an active downtown, an array of arts, cultural, and entertainment options both indoor and outdoor, extensive heritage tourism opportunities, and popular community events and festivals throughout the year.
GOAL HART 5: A community that thrives on and leverages the economic and social power of the arts to enhance its fiscal strength, regional reputation, social connectivity, and overall quality of life for residents of all ages.
Fiscal Impacts
None
Alternatives
Retain the Library Board and continue to support its monthly meetings.
STAFF RECOMMENDATION:
Staff recommends council approve the ordinance on second reading repealing a chapter of the code that established the Library Board.
PROPOSED MOTION:
Proposed Motion
I move to approve Ordinance 49-2020 on second reading repealing Chapter 7, Title 2, of the city code regarding the establishment of the Library Board.