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.
Members Present: Chris Colby, Farhan Hussein, Lisa Lundquist, Judy Ohly, Kathryn Ramage, Mary Tigner-Rasanen, Tom Sherman, Judith Taylor and Deborah Westerland.
Staff Present: Audrey Betcher, Library Director; Kim Edson, Head of Readers Services; John Hunziker, Communications Manager; Jean Jahn, Automation Services Manager; 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 K Gurung, Administrative Services Coordinator.
Others Present: Carol Stucki and Shirley Edmonson, Friends of the Rochester Public Library (RPL).
AGENDA
Add comments by Chris Colby and presentation of checks from the Friends of RPL.
PRESENTATION BY THE FRIENDS
Carol Stucki presented a check of $45,000, representing proceeds from the Friends Bookstore for 2007. Carol added that the Friends sorted over $124,000 worth in books that were added to the library's collection. Chris Colby thanked the entire Friends organization for their volunteer work for the Library.
ELECTION OF OFFICERS
The Nominating Committee proposes the following slate of officers for 2008: Deborah Westerland, President; Tom Sherman Vice-President; and, Mary Tigner-Rasanen, Secretary.
Motion by Judy Ohly, seconded by Farhan Hussein to approve the proposed slate of officers for 2008. Motion carried.
Outgoing President, Chris Colby, thanked the Board for allowing him to serve as Board President. He commented that 2007 was a year of transition during which the Board lost veteran Board members, Steve McMaster and Ed Haskell. We also endured the untimely loss of Jerry Balm. Communication Manager, Carrie Farrow, left for Utah and was replaced by John Hunziker. Chris noted that the transition of knowledge and history was made easier by the fine Administrative Team. 2007 highlights included the implementation of the merchandising recommendations, control of DVD theft with the installation of the Lock-A-Shelf security system and approval of the Automated Materials Handling system. He added that the Foundation grew with the two large bequests and the expansion of Wit, Wisdom and Wine and the start of the Amuzing Race. Chris commented on the unreal ability of the Friends to raise funds and their dedication at running the bookstore and volunteering at the library. He remarked on the continuing efforts to work on the relationship with SELCO to ensure a fair share for our patrons. On the political front, he noted that the Board and staff continue to work diligently with City and County officials.
After the remarks, Deborah Westerland took over as President and thanked the previous officers for their past year of service.
CONSENSUS AGENDA
Judith Taylor commented on the increases in the County circulation and registration numbers. Audrey Betcher added that we are working to get a list of patrons who were annexed into Rochester on January 1st so we can update patron records on our system. This should yield a more accurate number for the County.
Motion by Mary Tigner-Rasanen, seconded by Lisa Lundquist to approve the minutes from December 19, 2007, the monthly bills, and the monthly report. Motion carried.
PRESIDENT'S BUSINESS
Committee Assignments
Deborah Westerland noted that Committee Assignments for 2008 have been made and to inform her if any Board member wishes to change committees.
Foundation Report
Audrey Betcher reported that we had 215 paid registrations at this year's Wit, Wisdom and Wine. The Post Bulletin printed a one page spread on the event. We also had a good partnership with KTTC which ran advertisements for the event publicity frequently. Audrey added that we should have a figure for the total proceeds at the event by next week.
Motion by Farhan Hussein, seconded by Mary Tigner-Rasanen to approve the appointment of Judith Taylor and Alan Sessler to the Foundation Board. Motion carried.
Friends Report
Shirley Edmonson reported that the Friends are having their Annual Meeting on January 28th. William Kent Krueger will be speaking at the luncheon following the meeting. She noted that there will be a book sale during Winterfest on February 7 from Noon to 7:00 PM in the Library Auditorium.
SELCO
Deborah Westerland noted that the SELCO Board received an e-mail from Ann Hutton asking members to advocate for the Local Government Aid increase resolution.
Audrey Betcher handed out the resume for Leslie S Redinger. Leslie has indicated that she is interested in serving as the County's representative to the SELCO Board. Both Deborah and Audrey have met with Leslie and feel that she will represent the County well. Audrey noted that she was upfront about our past issues with SELCO during the meeting and expressed our wish for a bridge builder.
Audrey will e-mail Richard Devlin to let him know about Leslie's incoming application. There was a question about how the Board would communicate with Leslie. Deborah noted that Leslie could be part of an Ad-hoc Advocacy Committee. Audrey added that Leslie is open to attending Library Board meetings if needed.
COMMITTEE REPORTS
Finance: No report
Personnel: Farhan Hussein reported that the Personnel Committee met with Audrey Betcher this afternoon to provide feedback on her annual review.
Policy: The Policy Committee has completed its review of Library Policies. A new policy section will be handed out at the next Board meeting. Deborah Westerland asked how the Committee decided on the timing of policy review. Mary Tigner-Rasanen replied that the Committee looked at the Board of Trustee manual which recommends a review every 3 years. The Committee then selected the oldest policies for review first.
Motion by Lisa Lundquist, seconded by Judy Ohly to approve the Cash Handling Policy and Procedures and the Policy Review Timetable. Motion carried.
Planning: No report.
Young Adult: No report.
Agenda for 2008: Deborah Westerland talked about adding "sharing strengths" to the Board agenda where division heads share updates from their respective divisions. Tom Sherman added that the Personnel Committee had thought about a similar approach to help validate the divisions on their work. Lisa Lundquist noted that the library is a crucial part of the community and thanked all staff for their work. Audrey Betcher will discuss the logistics of "sharing strengths" with the Administrative Team.
OLD BUSINESS
Local Government Aid Resolution/Database Access Resolution
Deborah Westerland noted that the two resolutions were introduced at the December Board meeting. Audrey Betcher recently found out that Minitex, the organization that negotiates for Electronic Library of Minnesota (ELM) databases, is doing some authenticating that allows for access to most Minnesota residents.
Motion by Chris Colby, seconded by Mary Tigner-Rasanen to approve the resolution supporting an increase in Local Government Aid and County Program Aid. Motion carried.
Motion by Lisa Lundquist, seconded by Tom Sherman to approve the resolution in support of Database Access for all Minnesota Public Libraries, Higher Educational Institutions, School and Government Media Centers. Motion Carried.
NEW BUSINESS
Computer Center Remodel Contract
McGough Construction is the vendor doing the construction for the computer center to create more space for the new staff person.
Motion by Chris Colby, seconded by Farhan Hussein to approve the McGough Construction contract and authorize the City Clerk to execute the contract. Motion carried.
DIRECTOR'S INFORMATION ITEMS
Customer Service Standards
A committee in the library worked on drafting customer services standards to be clearer on expectations. This is a key part of our Core Values and part of the 2007 Action Plan. The library will be providing staff with additional customer service training in 2008. The Board agreed that the document was well done. Judith Taylor noted that the document probably reflects what we are already doing. Audrey Betcher added that we will incorporate elements of the document into our expectations, orientation and job descriptions.
GovDelivery
GovDelivery is a way for the public to sign up for announcements on our web pages. We are using the same software as the City of Rochester.
MLA/MEMO Legislative Platform
The document is included in the Board packet.
Statewide Virtual Reference Pilot Project
The library is one of two public libraries in the state participating in a statewide virtual reference pilot project. Hennepin County, including Minneapolis Public Library, is also included. Minitex is the project manager, and libraries that have already used virtual reference were the libraries selected. This is in early stages.
23 Things on a Stick
Minnesota's seven multicounty, multitype library systems (multitypes) will launch a twelve-week 23 Things on a Stick: A Library Learning 2.0 Program online on January 20, 2008. Staff in academic, school, public and special libraries, as well as members of library Governing and Advisory Boards are invited to participate in this fun, self-paced program that encourages participants to experiment with various Web 2.0 tools including photo editing, wikis, blogs, RSS, and more. Those who complete all 23 Things on a Stick within twelve weeks will win a completion prize. All details for participation and completion will be available online after January 20th at www.23thingsonastick.blogspot.com.
The 23 Things are online activities that encourage participants to experiment and learn about new and emerging technologies that are reshaping the context of information on the Internet today. The activities are hands-on with experiential exercises, short readings and discovery work. Each Thing can take as little as one hour or as much time as you'd like to give it.
Participants who wish to receive the completion incentive must register their blogs (Thing 1) by February 15th and complete 23 Things (and blog about each one) by April 16, 2008 (National Library Week). Receipt of the completion incentive enters participants in a statewide drawing for additional prizes.
2007 Volunteer Statistics
Audrey Betcher reviewed 2007 volunteer stats. The Board discussed the decrease in hours for Homework Help. Kim Edson noted that when the program was started in 1999, there was only one other option for homework help. Now, there are numerous other venues for this type of program including the schools. She added that there are still some students who prefer coming to an independent, neutral place for homework help vs. the institution they attend. The Board agreed with the Administrative Team's decision to keep the program going until we have had a chance for in-depth conversation with the school district. Audrey Betcher said that has she been asked by the School Superintendent, Dr. Dallemand, to give a presentation on what the library is doing to close the achievement gap.
Tom Sherman noted that Winona State University has been a modest supporter of Rochester Reads. The University is looking to quantify student's involvement in the program and Tom hopes to get students more engaged in volunteer work as part of the requirement.
2007 Materials Donation
In 2007, 5,108 donated items were added to the collection. The estimated value of those donations is $124,644. The Fiction Collection benefited the most with 2,173 items added.
Judy Ohly asked about volunteer opportunities for youth at the Library. Audrey Betcher will e-mail this information to her.
Audrey Betcher noted that the library had recruited Key Club members to help with the Wit, Wisdom and Wine set-up and that the students were a huge part of the successful set-up.
OTHER NEWS
Deborah Westerland commented that Kim Edson is doing well with the Post Bulletin Pigskin PickEm.
There being no other business, the meeting was adjourned at 5.40 PM.
Mary Tigner-Rasanen
Secretary
The next regular meeting of the Library Board will be Wednesday, March 19, 4.30 p.m. in Meeting Room B (February meeting canceled).