CALL TO ORDER
The regular meeting of the Rochester Public Library Board of Trustees was called to order by President Paul Barton. Also attending were Dick Hall, Ed Haskell, Betty Hutchins, Ann Larson, Naomi Lipsky, Elisabeth Miller, and Jeanne Parker.
Absent with notification: Frank Iossi
Staff present: Audrey Betcher, Library Director; Kim Edson, Head of Extension Services; Jean Jahn, Head of Automation; Louise Moe, Head of Information Services; Rebecca Splittstoesser, Head of Technical Services; Beth Warfield, Head of Children's Services; and Kathy Olson, Administrative Assistant.
MINUTES
Ed Haskell moved, Betty Hutchins second to approve the minutes from October 11, 2000. Motion approved.
REVIEW OF BILLS
The final payment for the organizational study was made to Himmel and Wilson. We have spent the operating budget funds for materials, including the additional $30,000 allocated in mid-year; any remaining materials expenditures will be paid from the gift fund.
An initial estimate on end of year shows we will have some money available for special projects. Administrative staff will start prioritizing end of year requests. The Board requested that consideration be given to spending additional operating funds on materials.
FOUNDATION REPORT
Audrey has been working with Michele Martin on the presentation to Mayo Foundation; no date for this presentation has been set.
SELCO REPORT
Audrey attended a long-range planning group meeting and also attended a focus group meeting of director's of larger libraries; Jean Jahn will be attending another focus group meeting tomorrow. The long-range planning group meets again December 4.
SELCO has hired a consultant to help with the long-range planning process.
PERSONNEL COMMITTEE
A City study on department head classifications is being conducted. Audrey will be interviewed as part of this process.
STEERING COMMITTEE
At the Board's long range planning meeting in late October, it was decided that three subcommittees were needed: organization, facilities, and technology. The functions of these subcommittees would be overseen by the steering committee. At its next meeting, the Steering Committee decided an additional committee was needed to look 5, 10, and 15 years into the future and determine what external influences will impact the library since it is reasonable to assume that demands on public libraries will change dramatically in the coming years.
The Steering Committee will be writing a charge to each committee outlining expectations and timelines. The Board reviewed a draft of the charge to the organizational action team. The next committee to get started will be the futures committee.
Audrey is trying to quantify via dollars, our resources and priorities.
The makeup of organizational action committee will be Kim Edson, Carrie Farrow, Kathy Olson, Louise Moe, Ann Larson and Betty Hutchins.
NOMINATING COMMITTEE
The by-laws provide for order of succession from secretary to vice-president to president. Four times in the last four years, this progression has not taken place because of changes to the board.
Ed proposed an amendment to the by-laws eliminating the succession of officers.
The amendment will be voted on at the next meeting.
The Nominating Committee will be Paul Barton, Dick Hall, and Naomi Lipsky. If anyone is interested in a particular office, they should let committee members know.
2001 BUDGET
Audrey and Kathy met with Steve Kvenvold on November 9 to review the proposed 2001 operating budget. Steve is recommending to the Council a library budget of $4,171,500 which is an increase of 6.4% over the 2000 budget. This proposed budget includes an increase in the materials allocation of 15% over what was originally budgeted in 2000.
GET ACQUAINTED LUNCH
The Board previously discussed having a get acquainted lunch with staff. A tentative date of January 22 has been set.
VIDEOCONFERENCING
SELCO has informed us that there is grant money available to put videoconferencing equipment in the auditorium. SELCO would provide the equipment and RPL would be responsible for on-going maintenance and other costs.
Jeanne Parker moved, Ann Larson second to accept the SELCO grant for videoconferencing equipment with the understanding that there will be some yearly maintenance and operating costs. Motion approved.
MATERIALS HANDLING
The Board reviewed a video from Techlogic on materials handling. If such a project is implemented, it could be done in stages.
We are researching the costs to install a hands free door on the drive up book return, since the door is currently broken.
The Board instructed staff to prepare a Capital Improvements Project (CIP) proposal for the 2002 budget.
PRIOR YEAR FUNDS
Last year as part of end of year, we encumbered money to change the furniture configuration in the office. This has been put on hold pending the results of the organizational study so we are requesting authorization to use this money for other end of year purchases and encumbering money from the 2000 budget for office furniture.
Ed Haskell moved, Ann Larson second to approve a change in the use of 1999 encumbered funds. Motion approved.
There being no further business, the meeting adjourned.
Respectfully submitted,
Kathy Olson
Secretary Pro Tem
The next regular meeting of the Library will be Wednesday, December 20, 2000, at 4:30 p.m. in Meeting Room B on the second floor of the library.