CALL TO ORDER
The regular meeting of the Rochester Public Library Board of Trustees was called to order by President Dick Hall. Also attending were Ed Haskell, Betty Hutchins, Ann Larson, Naomi Lipsky, Elisabeth Miller, Dave Nelson, and Jeanne Parker.
Absent with notification: Paul Barton.
Staff present: Audrey Betcher, Director; Kari Carlson, Library Associate I, Adult Services; Kim Edson, Head of Extension; Carrie Farrow, Interim Head of Adult Services; Jean Jahn, Head of Automation; Louise Moe, Head of Information Services; Rebecca Splittstoesser, Head of Technical Services; and Beth Warfield, Head of Children's Services.
Also present: students from Mayo High School.
Dick Hall introduced Dave Nelson, whose Library Board appointment is on the City Council agenda for approval tonight. Dave would fill the vacancy created by the resignation of Frank Iossi who has served the allowed nine years.
Carrie Farrow introduced Kari Carlson, Library Associate I in Adult Services. Kari will be mainly responsible for adult programming and readers advisory services.
MINUTES
Ed Haskell moved, Jeanne Parker second to approve the meeting minutes from December 20, 2000. Motion approved.
REVIEW OF BILLS
There were no unusual bills other than for some items approved for purchase with available end of year funds. Ed Haskell moved, Ann Larson second to approve the bills as presented. Motion approved.
MONTHLY REPORT
Dick pointed out that the circulation of books continues to decrease; staff speculated that the decrease is due to amount of information being retrieved in electronic format.
FOUNDATION REPORT
The Foundation is working on the slate of officers for 2001. John Hunziker has agreed to serve as vice-president.
SELCO REPORT
A small group from the long-range planning committee is putting information together to write a plan to meet state requirements to receive funding.
We have an outstanding licensing issue with SELCO dealing with the WEB2 server. A year and a half after bringing up our WEB server, SELCO is indicating that we must have a DRA license and that we agreed to pay the $5,000 license fee. However, we have spoken with Connie Jo Ozinga and she has no recollection of this fee ever being mentioned and SELCO has nothing in writing that says RPL agreed to pay the license fee. We do have a meeting scheduled with SELCO to discuss this matter further.
Ed Haskell moved, Jeanne Parker second that it is consensus of the Board that if Rochester Public Library must pay this fee to DRA, that a similar amount be removed from the fees we pay SELCO. To request this fee 1.5 years after the service has been implemented is not appropriate. Motion approved.
PERSONNEL COMMITTEE
The City is reviewing department head compensation; a report should be available in the near future.
STEERING COMMITTEE
The Organizational Action Team has met three times and are starting to grapple with some of the tough issues relating to staffing.
The Futures Team will begin meeting shortly. Roger Leachman, Reference Librarian, will serve as chair. Other members include Phil Wheeler, City of Rochester/Olmsted County Planning Director, Jerry Balm, as a community representative, Naomi Lipsky as a Library Board representative. Ed reviewed the charge to this committee.
Two additional study teams are still to be chartered: Facilities and Technology.
BOARD MEMBER UPDATE
Ed Haskell has moved outside the City limits and has been appointed to fill the vacant County seat created by the resignation of Susan Lee. There are currently two vacant seats. The vacancy created by Frank Iossi's resignation is on the Council agenda for this evening. Mayor Canfield is working on filling the remaining open seat.
COMMITTEE ASSIGNMENTS
The committee appointments for 2001 are as follows:
Finance Committee: Jeanne Parker, Chair, Paul Barton
Personnel Committee: Ed Haskell, Chair; Dick Hall
Policy and Planning Committee: Ann Larson, Chair; Betty Hutchins, Naomi Lipsky,
Elisabeth Miller
There will be additional committee assignments when the two new Board members are appointed.
BOARD FOCUS
Dick stated that last year the Board completed the organizational study and is now in the process of using it to implement changes. We have not focused on how the Board works as a review and oversight board for the library. He would like the Board to review the By-Laws to ensure they are compliant with the City Charter. After the major work of the organizational and futures committees is underway, he would like to discuss what the Board should be doing in terms of planning, oversight responsibilities, etc.
JANUARY 22ND PLANS
In October the Board discussed having an opportunity for staff and board to meet on an informal basis and get to know each other better. This event is scheduled for Monday, January 22, from 11:30-1:00 in the Library Auditorium. Dick pointed out that it is particularly important for board members to mingle with staff for this event to be meaningful.
If any Board members do not have a name tag and would like to order one, let Kathy or Audrey know.
END OF YEAR UPDATE
Audrey reviewed the proposal for end of year money and proposed encumbrances. Due to the number of positions vacant during some or all of 2000, the approved budget will be underspent by approximately $150,000. We are requesting to encumber to 2001 approximately $118,000.
Ed Haskell moved, Ann Larson second to approve submission of the proposed encumbrances. Motion approved.
RECIPROCAL BORROWING COMPACT
Jeanne Parker moved, Ed Haskell second to approve the update from the 1988 reciprocal borrowing compact. Motion approved.
There being no further business, the meeting adjourned.
Respectfully submitted,
Betty Hutchins,
Secretary
The next regular meeting of the Library will be Wednesday, February 21, 2001, at 4:30 p.m. in Meeting Room B on the second floor of the library.