November 10, 2004

The regular meeting of the Rapid City Public Library Board of Trustees was called to order by Roy Burr on November 10, 2004 at 5:15 p.m.  Present were: Lynda Clark, Bobbie Christenson, Ron Kroeger, Monte Loos, Sonia Castleberry, Greta Chapman, Terri Davis, Kim Baumberger, Carlos Ramirez, Chuck Canton, and Karen Burd. Absent: Eric Abrahamson.

Open Forum: Nothing presented

Introduction of Staff: Staff members present introduced themselves.  Burr welcomed them to the meeting.

Policy Committee: Policy Recommendations: Display and Programming: Christensen stated there was an inquiry from the Friends’ President about the effectiveness of the selection criteria that includes a broad definition of library collections. This question prompted a review from City legal Counsel. The Assistant City Attorney, Joel Landeen, was present and made the recommendation to retain the previous policy. Staff selects art that is related to promotion of library programming and designated collections.

Clark moved for approval of the retention of the previous Display and Programming policy, Christenson seconded. Motion carried.

Service Contracts: Christensen updated the board on the signing of Service Contracts. Whenever an agreement/contract was established or renewed, the Board Chair was required to sign. By doing a yearly review, this process will be eliminated. With the Board’s approval of the Service Contracts/Leases/Purchase Agreements list, the Library Director will authorize use of the Board Chairman stamp as appropriate.

Loos moved for the approval of the Service Contracts/Leases/Purchase Agreements, Kroeger seconded. Motion carried.

Information Resources: Background: Christensen outlined the purpose and definition of bagged collections and stated that the remaining changes were directly related to clarifications.

Kroeger moved for the approval of the policy updates, Clark seconded. Motion carried.

Staff Presentation: HVAC/Facilities Office: Ramirez and Canton gave a tour of the Facilities Office/HVAC system.

Minutes: Christenson moved, Clark seconded the approval of the minutes of the October 13, 2004 meeting.  Motion carried.

Budget Reports:  The Board reviewed the budget and bill reports. Chapman updated the Board on items for completion for facilities. These include: new carpet in the Business and Public Services Manager Offices; replacement of the light panel switches in Circulation; finish painting the interior of the existing building; surveillance cameras on the exterior entrance and parking garage for vandalism watch; and the flushing of the heating and cooling system. Chapman clarified line item 4225D in the County Budget. This expense included contracted Network Services.

Clark moved, Kroeger seconded the payment of monthly budgetary bills for November.  Motion carried.

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

Statistics: Trends remain the same. The materials added statistic, since August, have decreased due to the non functioning indexing/connecting of records component. However, the actual statistic when the system is functioning should be an increase.

· Youth Health Fitness Grant: Libraries for the Future, a division of the Americans for Libraries Council, is awarding grants to forty libraries across the country. The grants will be awarded to libraries offering fitness-related programming to teens.

Loos approved, Christenson seconded the Youth Health Fitness Grant. Motion carried.

Committee Reports:

City Council Liaison: Kroeger reported on the Council’s discussion of water and sewer rates; the opening of 5^th Street before November 25, 2004; and the upcoming election for the new City Council member to be held on November 15, 2004.

County Commission Liaison: Castleberry reported on RCPL’s representation at the Rapid Valley Fire Department pancake feed. Burr informed the Board that Castleberry will be relocating to Phoenix, Arizona due to a career change and will be resigning as the County Commission Liaison.

Liaisons:

Foundation: Chapman stated that Sharon Ludwick-Warner made a significant donation to the Foundation. Focus on building relationships with people and preparations for the annual fundraiser are taking place.

Other Business: Nothing presented.

Christensen moved, Clark seconded to adjourn the meeting. Motion carried. The meeting was adjourned at 6:15 pm.