CALL TO ORDER AND APPROVAL OF AGENDA
The regular meeting of the Rochester Public Library Board of Trustees Meeting was called to order by Steve McMaster.
Members present: Jerry Balm, Chris Colby, Ed Haskell, Tyler Hoecker, Tonya Holt, Steve McMaster, Tom Sherman and Debbie Westerland.
Staff present: Audrey Betcher, Library Director; Kim Edson, Head of Reader's Services; Carrie Farrow, Communications Manager; Jean Jahn, Automation Services Manager; Louise Moe, Head of Reference Services; James Rentz, Head of Technical Services; Purna Gurung, Office Services Coordinator.
Others present: Al Dollerschell, Friends of RPL.
AGENDA
Ed Haskell requested that "Visit from Ann Hutton" and "Library Hours" be added under New Business of the agenda.
APPROVAL OF MINUTES
Ed Haskell moved, Jerry Balm second to approve the meeting minutes from July 20, 2005. Motion approved.
APPROVAL OF BILLS
Ed Haskell moved, Jerry Balm second to approve the bills as submitted. Motion approved.
MONTHLY REPORT
The Library Board reviewed the July monthly report.
FOUNDATION REPORT
There is nothing to report since the Foundation has not met. Their next meeting is scheduled for August 24th.
FRIENDS REPORT
Al Dollerschell reported that the Friends raised about $10,000 from the Garage Sale and Silent Auction held during RochesterFest. Audrey added that staff is still investigating parking options for volunteers. We are currently talking to RSVP to see if they are willing to expand reimbursements to cover parking for volunteers. RSVP has included this topic in their next Board meeting agenda.
SELCO REPORT
Dick Hall is now the President of the SELCO board. There was some discussion about the Sirsi/Dynix merger. SELCO is dealing with being part of the MNLink system.
COMMITTEE REPORTS
Finance Committee: None.
Policy Committee: None.
Planning Committee: None.
Personnel Committee: None.
Youth Advisory Board: None.
BUILDING STUDY
During the July Board meeting, the Planning Committee had asked the Board to think about the process for the Building Study. Tonya Holt noted that during this time, three items had been identified:
Audrey reported that staff had come up with a few more suggestions:
The Board briefly discussed the feasibility of an upward expansion to add a third floor, sharing a branch with the Fire Department and technology issues.
The Board agreed that staff finalize the list to start sending out for quotes from various vendors (start with the three finalists from 1999). A brief discussion ensued after Ed Haskell suggested that staff take the list directly to the winner of the 1999 bid, Meyer Scherer & Rockcastle.
The Board instructed Audrey to run this scenario by the City Attorney's office first before starting the process. Audrey plans to have the letter out within three weeks and will keep the Planning Committee updated.
SEPTEMBER BOARD MEETING
Audrey will unable to attend the September Board meeting as she will be at the Minnesota Library Associationn (MLA) annual conference. The Board decided to keep the meeting date for September in case urgent issues arise that require action. If there are no pressing issues, the Board will cancel the September meeting.
Jerry Balm moved, Ed Haskell second that if the September Board meeting is canceled, staff be authorised to pay all bills that come due. Motion approved.
ANN HUTTON VISIT
Kasson Public Library recently invited Ann Hutton to attend to their Board meeting. Ed Haskell suggested that we invite Ann Hutton and Dick Hall to attend the October Board meeting to give an update on SELCO services, areas of cooperation between RPL and SELCO and the value of our continued collaboration.
LIBRARY HOURS
There was an editorial in the Rochester Post Bulletin about insufficient hours in the summer. Audrey has also heard from a City Council member about our summer hours. It has also been more difficult this year than in any in the past to get patrons to exit at our 1:30 PM closing time on Saturdays.
In 2001, we had asked for $16K for the 2002 Budget to extend Saturday Summer hours through 5:30 PM. Staff had calculated that it would take about $50K to do the winter schedule all year round (Sunday shift differential). These figures do represent the entire cost since we used Library Aide II rates in the calculation to supplement the extra hours, but we would never actually staff the library with only part-time staff. We cannot absorb the hours into the existing staff because of the higher number of programs that take place during summer. These programs are very staff intensive.
Staff redid the spreadsheet with 2006 rates. It will take approximately $20K to open the Library through 5:30 PM on Saturday during the summer of 2006. Staff will also be able to get a better feel for what the public wants from our survey results.
The Board discussed funding options.
The Board briefly discussed the possibility of using volunteers to man the desks. This option is very hard to implement since there is a high degree of training involved. Audrey also noted there are safety issues to consider if we try to man the Reference Desk with one Librarian. In case of an emergency, it is not feasible for one staff person to safely evacaute the public from the 2nd floor.
Tom Sherman noted that staff resources are stretched thin trying to keep up with double digit circulation increases and that we should try to get back to full capacity (pre-2003 levels) before adding more hours.
Steve McMaster inquired if adding a third floor to the existing building will add to staffing issues. Audrey replied that if a third floor is added, staff offices would be moved upstairs.
Debbie Westerland asked if the Board should respond to the PB's editorial piece. Audrey replied that she would take our request to the City.
BOOKMOBILE CIRCULATION
The Board briefly reviewed the comparative table of circulation of Minnesota bookmobiles. RPL's bookmobile circulation is by far the highest among the other bookmobiles in Minnesota. The Board asked why the other bookmobiles had lower circulation. Audrey replied that our bookmobile targets towns in the county without libraries, daycares and busy neighborhoods; there are other bookmobiles that are targeting more rural areas. Audrey does not foresee the closure of SELCO's bookmobile operations affecting RPL. She believes that smaller libraries close to the communites that the SELCO bookmobile went to will be affected.
ROCHESTER DOWNTON ALLIANCE
Audrey updated the Board on the different activities (i.e. Avenue of Arts, Development Committee, Way Finding Committee, Marketing Committee) that the Committees within the Rochester Downtown Alliance (RDA) are working on.
METRICS
The Board briefly reviewed the Metrics document.
DVD THEFT
Staff is currently investigating a new DVD security prototype equipment designed by the former owner of Techlogic.
STRATEGIC UPDATES/2006 BUDGET
Audrey reported that the Administrative Team (AT) starts the budgeting process with the Stragetic Plan and the Action Plan. Our goal for the 2006 budget is to be able to get back to tasks and services scaled back because of the 2003 cuts. The past staffing cuts have affected collection maintenance and weeding activities. Audrey noted that you can suspend these activities for a period of time but that a prolonged suspension results in a sub par collection. Staffing issues have also affected our materials handling process. Andy Stehr, Circulation Services Manager, recently completed a study that shows that it is now taking an average of three days to get materials back on the shelves. A similar study conducted in 2002 showed a 24-hour turnaround time. There are hidden costs involved with not getting materials back on the shelves.
OTHER NEWS
Tonya Holt announced that she is expecting twins this winter. The Board congratulated her on the good news. Tonya and her husband are planning to move back to North Carolina in October 2005. Steve McMaster noted that we will need to start thinking about Tonya's replacement on the Library Board.
There being no further business, the meeting was adjourned.
Respectfully submitted,
Tonya Holt
Secretary
The next regular meeting of the Library Board will be Wednesday, September 21, at 4:30 pm in Meeting Room B on the second floor of the library.