CALL TO ORDER AND APPROVAL OF AGENDA
The regular meeting of the Rochester Public Library Board of Trustees was called to order by President Jerry Balm.
Members Present: Jerry Balm, Chris Colby, Ed Haskell, Tyler Hoecker, Steve McMaster, Dave Nelson, Judith Taylor, and Deborah Westerland.
Staff Present: Audrey Betcher, Library Director; Kim Edson, Head of Readers Services; Jean Jahn, Automation Services Manager; James Rentz, Head of Technical Services and Andy Stehr, Circulation Services Manager.
Others Present: Al Dollerschell, Friend of RPL, Lisa Lundquist, incoming Board member in 2007.
NEW BOARD MEMBER/DEPARTING BOARD MEMBER
Jerry Balm introduced incoming Board member, Lisa Lundquist, who will be replacing Dave Nelson. The Library Board thanked Dave Nelson for his years of service on the Board and presented him with a gift.
CONSENSUS AGENDA
Audrey Betcher reported that the self-service calculation in the monthly report now includes SVA (phone) and online renewals. She noted that revenues from fees are also higher than budgeted and that end of year purchases are on mission.
Motion by Steve McMaster, seconded by Dave Nelson to approve the minutes from November 15, 2006, the monthly bills, and the monthly report. Motion carried.
PRESIDENT'S BUSINESS
FOUNDATION REPORT
Motion by Ed Haskell, seconded by Jerry Balm to approve the appointments of Calvin Guyer, Phil Henoch, Ed Hruska, Judy Kereakos, Dave Marris and Brian Murphy to the Foundation Board. Motion carried.
Dave Nelson will continue to serve on the Foundation Board through 2007. Jerry Balm will ask Farhan Hussein if he is interested in replacing Ed Haskell on the Foundation Board. If not, Judith Taylor will represent the Library Board on the Foundation Board.
The Foundation has approved a 5% disbursement of $39,971.20 to the Library.
The Foundation Events Committee is planning a summer fundraising event for June 2007. It will be an "Amazing Race" around Olmsted County. The goal is to have about 30 teams.
The Foundation has been invited to Mayo to discuss the Endowment Fund. We are currently in the 4th year of the Mayo Matching Grant (ends on 5th year).
FRIENDS REPORT
The Friends took in almost $1,800 at the Holiday Sale. They sold 5 "Lies My Teacher Told Me" which brought the profit down by $80 but they still cleared over $1,700. There was a high purchaser turnout, both staff and public and a lot of Holiday consumable treats were consumed at the sale or later, and a large number of books were bought. Carol was also very pleased with the rare book sales.
The children's book sale which Pat Stephenson ran in the lobby on Saturday raised another $175. Books sold at the Matt Blair event raised $5 per book for the Friends.
SELCO
No report.
COMMITTEE REPORTS
Nominating Committee: The Committee brings forth the following slate of officers for the 2007 Executive Committee. The officers will be officially voted on at the January meeting.
Finance: No report
Personnel: The Committee has been meeting to do the Library Director's annual evaluation. An Executive Session will follow the Board meeting.
Policy: No report
Planning: The Committee met on the 18th and worked on a summary report which focuses on the expansion study of RPL. The report proposes outreach opportunities in lieu of a branch and expanding up to the 3rd floor of the current building vs. building a branch. Building costs are comparable with the two scenarios but operating expenses for a branch are much higher. Audrey is planning to meet with Steve Kvenvold to present the outlined strategy and get his ideas/feedback. Since building projects take a minimum of 5 years, it is advisable to start discussing plans with the City. The Planning Committee is asking the Board to endorse its position.
Jerry Balm asked if we need to present this to the County. Audrey replied that since the City is the major funder, we need to go to the City first. Judith Taylor asked if Audrey has discussed this with the RDA. Audrey replied that Sandy Keith always asks her when we are getting a coffee shop. RDA values the importance of the Library. Dave Nelson asked if circulation numbers will be presented to the City to show the need for expansion.
The Library Board voted unanimously to endorse the Planning Committee's position.
Jerry Balm suggested an update presentation about the direction/growth of Olmsted County from Phil Wheeler at some point in the future.
Young Adult: Tyler Hoecker reported that 5 movies have been selected for the Film Contest and will be screened at Chateau Theater on January 8th.
STRATEGIC UPDATE
POSSIBLE PILOT PROJECT
We are continuing to explore ideas to push innovation and excellent customer services. A group of library directors has come up with a pilot project for a virtual library collaborative to increase innovation. Since State funding has not increased to the regions, the focus of regions has been smaller libraries. A pilot like this would enable libraries with similar goals to create collaborations and partnerships by bringing together expertise of libraries.
Judith Taylor suggested including some concrete examples to help better understand what this idea is all about. Audrey noted that based on discussions, it might be more effective to push forward recommended changes instead of pilots. She will discuss ideas with the other library directors involved.
Motion by Ed Haskell, seconded by Dave Nelson to give Audrey Betcher the authority to move forward with this pilot project as the opportunity arises. Motion carried.
OLD BUSINESS
BUDGET
The 2007 Budget has been adopted by the City Council. RPL's Operating Budget stands at $5,530,000 and also includes the Sorting System and Building Improvements (ongoing) CIP projects. The selection of a vendor for the Sorting System will entail a bidding process so it will take some time to complete this project. End of year funds will go towards the Merchandising project, the skyway mural and purchasing additional security cameras.
NEW BUSINESS
FOUDATION PROCEEDS
The Foundation approved $39,971.20 for Library Projects for 2007. The Administrative Team is recommending the following distribution:
Audrey noted that full funding from the Foundation took a lot of pressure off, especially for the merchandising project which is key to the 2007 Action Plans. It includes moving periodicals to the Rotunda area, marketplace concepts in all areas, moving computers in the Children's area, putting slatwall to do face out shelving etc. The Advertising/Marketing funds will focus on electronic resources. A discussion ensued. Chris Colby stated that the "initiative approach" fits well with Foundation funds and priorities. If pilot projects become more permanent, then funding should be included as part of the regular library operating budget.
Motion by Ed Haskell, seconded by Steve McMaster to approve the distribution of Foundation proceeds as proposed by the Administrative Team. Motion carried.
DIRECTOR'S INFORMATION ITEMS
SERVICES THROUGH MINITEX
Audrey Betcher noted how effective the State contract is compared to libraries getting list price if we were to go out on our own to individually contract with databases vendors. Ed Haskell suggested Audrey draft a letter on behalf of the Board to the State Legislators stating Minitex is a great use of State dollars.
OTHER NEWS
Tom Sherman has graciously agreed to host the annual Board/AT party at his residence after the January 17th Board meeting. Dinner will be catered and spouses are invited.
Jerry Balm commented that the Foundation's priorities do not include anything for seniors. Ed Haskell responded that targeted constituencies of the Foundation as it now stands do not include seniors.
We have Wit, Wisdom and Wine posters that board members can post in their work areas. Raffle tickets are also available.
There being no other business, the meeting was adjourned.
Deborah Westerland
Secretary
The next regular meeting of the Library Board will be Wednesday, January 17, 2007, at 4.30 p.m. in Meeting Room B.