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, Frank Iossi, Ann Larson and Naomi Lipsky.
Absent with notification: Susan Lee, Jeanne Parker, and Amit Raikar.
Staff Present: Audrey Betcher, Acting Director; Kim Edson, Head of Extension; Jean Jahn, Head of Automation; Judy Kereakos, Acting Assistant Director; Louise Moe, Head of Information Services; Kathy Olson, Administrative Assistant; Rebecca Splittstoesser, Head of Technical Services; Beth Warfield, Head of Children's.
Others Present: Jerry Balm.
Paul Barton introduced Jerry Balm who spoke to the Board on the concept of Total Quality Management (see attached handouts which outline the key points).
Ed Haskell moved, Dick Hall second to approve the meeting minutes from March 8, 2000. Motion approved.
There were no unusual bills for the month.
There were several items of note on the February expenditure report: Code 1060 includes Gail Adams sick leave buyout; in Code 1490 our share of the equipment revolving fund for automation comes out in one lump sum rather than spread throughout the year.
Circulation is increasing slightly.
Ed Haskell has agreed to chair this committee which has met several times since the last Board meeting to discuss ways and/or means to evaluate library processes and services. The committee is comprised of Dick Hall, Paul Barton, Ed Haskell, Audrey Betcher, and Kim Edson. The committee appears to be gravitating towards two methods. They have spoken to several consultants regarding different approaches.
Regardless of what approach is used, the Board will have to decide its objectives for the study. The committee has suggested four objectives: strengthen the collection based on community needs, utilize resources more efficiently, optimize customer satisfaction, and strengthen ties to the community.
It is clear that the long range plan is badly out of date. Certain elements of a strategic plan are necessary to do an organizational study so at some time the Board will need to update at least parts of the long range plan. How to accomplish this is open for discussion.
We need to agree on answers to 4 enabling questions before the study can move forward: Who are we (values/beliefs)? Where are we going (vision)? What business are we in (mission)? What must we achieve (business goals)? If we're to achieve time objectives of having the first stage complete by end of summer, we need to move fast. It was suggested that the Board meet for half a day to work on answers to these enabling questions. The committee did relook at the mission and values statement and are comfortable with them, but we do need to relook at the long range plan.
There is no guarantee the study will find areas for significant improvement, and that's fine. If we are doing things as efficiently as possible, that's great. If there are areas we can improve on, then we need to find and address them.
For the study to work there has to be acceptance and motivation throughout organization, not just at Board and management level. It will take an honest and sincere effort on the part of staff and a willingness to make changes.
Frank Iossi moved, Ann Larson second to approve the four stated objectives and move forward with the study. Motion approved.
Dick Hall moved, Naomi Lipsky second, to authorize the ad hoc committee to hire a consultant pending funding support from City Council. Motion approved.
Ed updated the Board regarding the last Foundation Board meeting where there was discussion on avoiding public confusion as to library fundraising. Currently the library conducts a fund drive every year, the Friends have a membership drive every year, and the Foundation is hoping to raise money. So many different appeals have the potential for confusing donors. Tim Burchill from The Metanoia Group, the consultant who conducted the feasibility study several years ago, has suggested that all fundraising take place under the umbrella of the Foundation. He also suggests that the Friends organization be a subunit within the Foundation.
Ed Haskell moved, Ann Larson second that it is the sense of the Board of Trustees of the Rochester Public Library that we are well pleased with the functioning and organizational structure of the Friends, that they have served for more than 100 years the interests of literacy in this community, and we see no reason to interfere in the running of the Friends organization at this time. Motion approved.
It was also suggested that library's annual fundraising letter should become a Foundation function.
Dick Hall moved to have the Library Foundation do the annual fund drive with the funds passed through directly to the library. Motion approved.
Currently there are several memorial funds invested through the City Finance Department that it makes sense to move to the Library Foundation as long as interest comes back to library each year with the money being used for the purpose originally given for.
Ed Haskell moved, Naomi Lipsky second to transfer the memorial funds currently invested through the City Finance Department to the Library Foundation and invested prudently by the Foundation as long as original parameters of the bequest regarding investment and disbursement are not violated. Motion approved.
Frank Iossi moved, Ed Haskell second to approve the appointment of Bill Kullback to fill the unexpired term of Bob Murphy. Motion approved.
Nothing to report.
Beth Warfield updated the Board on a grant received a year ago, which is nearing completion. It was an initiative begun by Olmsted County Public Health Nursing Service to increase the amount of time parents spend reading to children. Grant proceeds were used to start storyline, a deposit collection of books at the public health site, books for the twice weekly storytime at the public health clinic, and a workshop to promote to parents why it is important and fun to read to kids. Clients from Headstart, Hand in Hand, public health, etc were invited 250. The program included fun things to do with child, booklists, finger rhymes, how to choose books for child, etc. Received good comments from parents and kids who attended. We are finishing up spending the grant money on and will do a final report in June.
Board members are welcome to get more information and have longer orientations in those areas they don't feel have enough information about. Board members are encouraged to call division heads directly and set up appointments.
We are going to start using mouse pads from a company that will send us free ones every six months. These mouse pads have more blatant advertising than the mouse pads we have used in past.
Dave Rossman has contacted us regarding the possibility of the implementation of a $2.00 event parking fee for the Civic Center Ramp. This fee would impact library patron parking. We are working with the City to find some other way to generate revenue or handle event parking.
Ed Haskell moved, Dick Hall second to go on record that the Library Board is opposed to the implementation of an event parking fee in the Civic Center Ramp as it will have a negative impact on library patrons. Motion approved.
There being no further business, the meeting adjourned.
Respectfully submitted,
Kathy Olson
Secretary Pro Tem
The next regular Board meeting will be Wednesday, May 10, 2000, at 4:30 p.m. in Meeting Room B on the second floor of the library.