CALL TO ORDER AND APPROVAL OF AGENDA
The regular meeting of the Rochester Public Library Board of Trustees was called to order by President Chris Colby at 4:30 PM.
Members Present: Chris Colby, Farhan Hussein, Lisa Lundquist, Kathryn Ramage, Mary Tigner-Rasanen, Tom Sherman, Judith Taylor and Deborah Westerland.
Staff Present: Audrey Betcher, Library Director; Kim Edson, Head of Reader's Services, Louise Moe, Head of Reference Services; James Rentz, Head of Technical Services; Andy Stehr, Circulation Services Manager; Beth Warfield, Head of Children's Services; and Purna Gurung, Administrative Services Coordinator.
Others Present: Shirley Edmonson, Friends of the Rochester Public Library (RPL).
CONSENSUS AGENDA
Motion by Mary Tigner-Rasanen, seconded by Deborah Westerland to approve the October 17, 2007, minutes, the monthly bills, and the monthly report. Motion carried.
PRESIDENT'S BUSINESS
FOUNDATION REPORT
Preparations continue for Wit, Wisdom, and Wine. The event will be January 12, 2008. Our goal is to have a sponsor for each speaker, similar to what we did for the Amuzing Race. The Foundation Finance Committee is meeting next week to decide on the Endowment Proceeds. We budgeted conservatively in June and we think we will get more funds. We will bring a recommendation back to the Board after we get a final figure. Please speak to Ginny Erbe if you have things you would like to donate for the Silent Auction.
FRIENDS REPORT
Shirley Edmonson reported that the Friends have not heard yet from Barnes & Noble about how much money was raised during the fundraiser. She added that the Friends have collected $1,488 from the Amazon sales proceeds to date for this year and that 189 new and renewing members have donated $5,324. She announced that the Friends would be holding their Holiday Book and Bake sale on December 9.
SELCO
We have received a reply from SELCO in answer to our request to work more collaboratively. The SELCO Committee has not had a chance to get together to discuss Ann Hutton's reply. We are still working on how SELCO and RPL can work collaboratively to benefit City and County residents. The Committee hopes to present some ideas on what steps RPL should take next.
Judy Ohly, who had volunteered to be the County representative to SELCO, has a scheduling conflict )County Board meetings). We need another member to volunteer to serve on SELCO's Board. Please e-mail suggestions/names to Audrey Betcher.
COMMITTEE REPORTS
Finance: No report.
Personnel: The Committee has been meeting to conduct the Library Director's annual performance evaluation. An Executive Session will follow the Board meeting to discuss this matter.
Policy: The Committee has been meeting to review policies. Mary Tigner-Rasanen reported that they have created two documents to replace the Policy Section of the Board Manual including a timetable for reviewing policies. They hope to bring the final version to a future meeting. They have also updated the Policy for Purging Fines and Fees and the Collection Development Policy to include the date of action. Please update your board books with the attached policies.
Planning: Tom Sherman noted that the Committee has not met for some time and asked if a meeting was needed. Audrey replied that Administrative Team would be presenting the progress of the 2007 Action Plan in the near future. Tom inquired about the status of the expansion/branch plans. Audrey replied that realistically this process will occur further out in the future. The biggest question we need to figure out is the tipping point. What measurement do we use to indicate that more space is needed? Such a plan will take years to execute. Since some of the new Board members have not been involved in this process, Audrey will conduct a summary recap at next Board meeting. Tom noted that he was also interested in clarity of the indicators.
Young Adult: Kim Edson reported that the deadline for the Youth Film Contest is November 25. They will also be screening a YA movie next week. Staff are busy planning for February's programming which includes a cultural event catered by Kabab Restaurant.
Nominating Committee: Chris Colby, Deborah Westerland and Judith Taylor volunteered to serve on the Nominating Committee and will present the nominations for the 2008 slate of officers at the December Board meeting.
OLD BUSINESS
2008 Budget
The City Administrator is recommending a budget of $5.85 million for 2008. The City Council will be reviewing the budgets for all City departments in late December. The Capital Improvements Projects (CIP) are still in consideration. The Foundation has asked us for ideas on how to allocate the Amuzing Race proceeds. Chris Colby commented that the Board should be diligent about using Foundation money for pilot projects and not brick and mortars expenses. Audrey Betcher replied that staff are very deliberate about what we ask from the Foundation. Audrey will e-mail the Finance Committee a listing of the cuts made from RPL's budget to get to the recommended number.
Audrey will e-mail the Board once City Council sets a date for the budget review. The County budget hearing is on November 28th. We have not seen the recommended number yet.
Andy Stehr noted that the Automated Materials Handling contract has been settled. The first meeting with the vendor has been scheduled for December 6th.
NEW BUSINESS
Holiday Decorations
The Library has been offered a holiday tree from the Festival of Trees from a corporate sponsor. Audrey Betcher would like to accept the tree to put up in the public area with the understanding that she will not select a tree full of religious symbols.
Motion by Tom Sherman, seconded by Deborah Westerland to approve the acceptance of the holiday tree. Motion carried.
DIRECTOR'S INFORMATIONAL ITEMS
Communications Manager
Carrie Farrow is working on a press release for John Hunziker who has accepted the Communications Manager position. John will be starting at the Library on December 10th.
OTHER NEWS
Chris Colby presented Audrey Betcher with a wedding gift from the Library Board.
Judith Taylor noted that she did find the booklists but thought they were more hidden. Kim Edson replied that bookmarks are interfaced with the books and noted that she would be open to suggestions on placements of bookmarks.
Tom Sherman noted that he was impressed with the number of fathers with children that attended the Saturday Children's program.
Audrey Betcher had a good meeting with Dr. Dallemand, the Superintendent of the Rochester Public Schools. She has been invited to the Community Forum next week. Audrey is hopeful that the Library can better partner with the Schools.
Reference staff met with University of Minnesota-Rochester (UMR) staff. Louise Moe noted that UMR does not have a traditional collection but rather an electronic one. They will be hiring a full-time Librarian position. Audrey has been asked to provide community feedback about this position.
Judith Taylor asked if parking was an issue with the advent of UMR. Audrey replied that most of the students park at the Center Street ramp, but she has not noticed a huge difference in the Civic Center ramp.
There being no other business, the meeting was adjourned at 5:20 PM.
Tom Sherman
Secretary
The next regular meeting of the Library Board will be Wednesday, December 19, 4:30 PM in Meeting Room B.