CALL TO ORDER AND APPROVAL OF AGENDA
The regular meeting of the Rochester Public Library Board of Trustees was called to order by Vice-President Chris Colby.
Members Present: Chris Colby, Farhan Hussein, Dave Nelson, Judith Taylor, Tom Sherman and Debbie Westerland.
Staff Present: Audrey Betcher, Library Director; Kim Edson, Head of Readers Services; Carrie Farrow, Communications Manager; James Rentz; Head of Technical Services, Louise Moe; Head of Information Services; Andy Stehr; Head of Circulation Services; Purna K Gurung, Administrative Services Coordinator.
CONSENSUS AGENDA
Dave Nelson asked about the decrease in overall circulation. Audrey replied that the decrease was mainly due to the DVD handling procedures which didn't allow for browsing of the collection. She noted that the installation of the LAS system has helped to boost circulation. It should continue to rise as patrons become more comfortable using the LAS system. We are conducting an online survey on our homepage about the LAS system.
Judith Taylor inquired about the payout policy of the Foundation Committee. Audrey replied that the Committee is looking to set a firm policy on the funds they automatically distribute. This will give the Library a better feel for the kinds of projects that can be accomplished with the available funding.
Tom Sherman noted that the Library's meeting rooms are used for many public and staff activities.
Motion by Dave Nelson, seconded by Tom Sherman to approve the minutes from June 21, 2006, the monthly bills, and the monthly report. Motion carried.
PRESIDENT'S BUSINESS
FOUNDATION REPORT
The Finance Committee met with David Koch to review the Endowment Fund and determined that the current allocation is reasonable. The Finance Committee will look at tightening up the payout policy, and will possibly look at a formula for payout. The Board decided to move $1,250 from Bernice Krug and a bequest of approximately $58,000 to the Endowment.
The annual fund drive letter for materials funding was mailed out in mid-July. The letter will go to everyone in the donor database and library cardholders this year. In the late fall, we will have another fund drive for the endowment fund just to those in the donor database.
The annual report mailing to the donor database was very successful; we received several donations as a result of the mailing.
The events committee is planning the first annual donor recognition event for Fall and is putting together a slate of names for speakers for Wit, Wisdom & Wine (January 13, 2007).
FRIENDS REPORT
The Friends did not meet this month.
SELCO
Debbie Westerland reported that she has sent her application to the County requesting to be its' representative to SELCO's Board. She is planning to attend the July 25 SELCO meeting.
COMMITTEE REPORTS
Policy: No report
Planning: No report
Personnel: The Personnel Committee had a discussion about the open .5 reference position. It is more cost effective to convert the 0.5 fully benefited position to 1 FTE. Audrey and Linda Gilsrud, HR Director, met with AFSCME but the Union has refused to entertain the request to pro-rate benefits. Audrey met with the City Personnel Advisory Committee (PAC) on Monday to present RPL's request to convert the open Librarian I position from 0.5FTE to 1 FTE. PAC has recommended moving forward with the proposal. It will go to the full City Council on August 7.
Finance: The Finance Committee reviewed the staff proposed 2007 Budget and is recommending it for Board approval. Highlights of the 2007 Budget request include:
Audrey pointed out that the current budget accounts for the Librarian I position at the 0.5 FTE level and not at 1 FTE. The Finance Committee advised her to revise the budget figure only after the outcome of the August City Council meeting. If the Council approves adding hours to the 0.5 position, then staff will make adjustments to the existing budget and present it to the Board.
Judith Taylor asked if renovation costs will be included in the building maintenance CIP request. Renovation costs are not included in the CIP. She added the Board needs to plan for future renovation cost as the building ages. Audrey replied that she is waiting to get more detailed pricing data from MS&R before tackling this issue. A discussion ensued.
The Board briefly discussed the impact of change in technology and library services on facilities.
The Board also discussed the issue of County funding. Audrey noted that she is scheduled for a general presentation at the August County Board meeting. She has asked Debbie Westerland and Ed Haskell to attend.
Motion by Dave Nelson, seconded by Judith Taylor to approve the 2007 Budget request with the understanding that a revised budget will be presented back to the Board if the City Council approves converting the Librarian I position from 0.5 FTE to 1 FTE. Motion carried.
STRATEGIC UPDATE
STATE PLAN
There is still no State Plan. Audrey continues to work on the state level. She has met with AMC and LMC. MLA is a professional organization that has a paid lobbyist on staff. Costs are shared by MLA, Minnesota Education Media (MEMO) and the Regional Libraries (CRPSLA).
DIRECTOR'S INFORMATION ITEMS
MnLINK
We went live on July 5th. MnLINK has been a popular service. Patrons and staff have requested over 550 titles during the last week, in addition to the 180 requests staff transferred to MnLINK last Wednesday. We have already received over 200 items from other libraries through MnLINK, and we have sent over 80 items to other libraries (MINITEX continues to request the most items from us) during the past week. MnLINK has a fast turnaround time for many items; we have even received materials from Twin Cities libraries the day after the request was placed.
It has taken staff longer than expected to review and respond to incoming requests from other libraries, mainly because the MINITEX requests are not filtered first to see if they have an available status at our library. The increased volume of materials requested by our patrons, and the extra time needed to create brief records and place holds on materials, has required extra ILL staff time to process incoming materials. MnLINK saves staff time on the initial requesting procedures, but the increased volume of lending and borrowing has so far led to an estimated three hours per day extra staff time needed to process materials. We are working with MnLINK to streamline our interface to minimize impact as we expect volume of activity to increase.
MLA CONFERENCE
The conference program is out. You can see it at www.mlaconference.org. The MLA conference is September 27-29th with September 28th being the Friends and Trustees Day. Please send your registration form to Purna if you are interested in attending.
BILL REPORT
At the last Board meeting, the Board asked if the bill report could be condensed. Audrey and Purna looked into this and decided to keep the report status quo as it requires too much manual manipulation to condense it.
Motion to adjourn was made by Judith Taylor, seconded by Farhan Hussein. Motion carried.
Respectfully submitted,
Debbie Westerland
Secretary
The next regular meeting of the Library Board will be Wednesday, August 16, 2006, at 4.30 p.m. in Meeting Room B.