December 10, 2003

The regular meeting of the Rapid City Public Library Board of Trustees was called to order by Chairman, Roy Burr on December 10, 2003 at 5:15 p.m.  Present were: Eric Abrahamson (by phone), Roy Burr, Bobbie Christenson, Greta Chapman, Terri Davis, Susan Hotalling, Maryanne Rohrer and Melanie Roziewski. Absent: Ron Kroeger and Phyllis Dixon.

Guests present: Jim Preston, City Finance Officer; Mike Booher, Assistant City Attorney; Tim Holmgren, Steve Bucholz, Tiffany Smith, and Tracy Stulc of the Black Hills Advertising Federation. Guests left the meeting after their presentations.

Open Forum: Nothing presented.

Introduction of Staff:  Board members, staff members and guests present introduced themselves.  Burr welcomed staff and guests to the meeting.

Black Hills Ad Federation: RCPL received a grant from the BHAF. Holmgren displayed and reported on the work being done with library staff. Current library publications are being analyzed. The goal of the grant is to produce a branding and unified structure to library publications and productions. Discussion followed. Chairman Burr thanked the BHAF group for their efforts.

Library Board Budget Procedure: Preston and Booher clarified fiscal responsibilities and procedures by the Board and City Council. The Board does have the statutory mandate to approve requests that fall within the adopted budget. However, in following City Department procedures, the library will be keeping the Council informed even though there is a duplication. It is the Board’s intent to adopt city procedures to maintain communication. In the case of a concern from Council, the information would be taken under advisement by the Board for discussion with Council.

Minutes: Abrahamson moved, Christenson seconded the approval of the minutes of the November 12, 2003 meeting.  Motion carried.

Budget Reports:  Chapman responded to budgetary and bills questions.   

Christenson moved, Abrahamson seconded the payment of monthly budgetary bills for December.  Motion carried.

Announcements and Administrative Reports:

Chapman updated, answered questions and informed the Board on the following:

· Statistics; Entry count and drive-up window were discussed; Drop box;

· SDLA 2004 Legislative and Advocacy Platform; Legislative Day – January 21^st.

Committee Reports:

Policy:   2004 Closed Days Calendar:  Christenson moved, Abrahamson seconded the 2004 Closed Days Calendar. Motion Carried.

Strategic Planning Committee: Abrahamson reported that the community survey is being finalized. The committee will meet in late January after completion of the survey.

Finance:  Carpet Bid:  Abrahamson moved, Christenson seconded to publish the Notice for Bids for carpet replacement. Motion carried.

There will be a special Board Meeting to open bids on December 29, 2003 at Noon.

· 2004 Auxiliary Funds Budget: Christenson moved, Abrahamson seconded to approve the revised 2004 Auxiliary Funds Budget. Motion carried.

· 2004 County Budget: Abrahamson moved, Christenson seconded to approve the revised 2004 County Budget. Motion carried.

· 2004 City Budget: Abrahamson moved, Christenson seconded to approve the revised 2004 City Budget. Motion carried.

Liaisons:

Foundation: Abrahamson reported that the Foundation received a $25,000 bequest.

Other Business: In their absence, Burr thanked Dixon and Brown for their years of service on the Library Board of Trustees.

· Board Vacancies: Candidates will be interviewed before the next Board Meeting on January 14, 2004. Interviews begin at 4:30 p.m. and the Board Meeting begins at 6:00 p.m.

· Chamber Mixer: Chapman reported that the Foundation and the Friends of the Library each contributed $1,000 for the mixer. Local bookstores are being asked to partner with the Library for the event.

Christenson moved, Abrahamson seconded to adjourn the meeting. Motion carried. The meeting was adjourned at 6:30 p.m.