March 9, 2005

 

The regular meeting of the Rapid City Public Library Board of Trustees was called to order by Monte Loos on March 9, 2005 at 5:15 p.m.  Present were: Eric Abrahamson, Lynda Clark, Ron Kroeger, Monte Loos, James Olson, Greta Chapman, Terri Davis,
Ed Hughes, Jennifer Irwin, Jennifer Read and Theresa Shaefer. 
Absent: Bobbi Christenson.

 

Open Forum for Staff and Public:  Nothing presented.   

Introduction of Staff:  Staff members present introduced themselves.

Minutes:  Correction under Administrative Reports - Monthly Statistics:
The entry count is down because of the drive-up window counting. Circulation is down 15 %, there are issues with the automated system and some data has been lost, but what we are seeing in house is not consistent with a drop in the count.
Chapman moved, Loos seconded to approve for correction of the February 9, 2005 minutes. Motion carried.

Budget Reports:  The Board reviewed the budget and bill reports. Loos moved, Olson seconded the payment of monthly budgetary bills for February.  Motion carried.

City Budget:  High costs of natural gas bill is due to winter. Overall utilities’ costs were discussed for further review in the budgeting process. 

Final City 2004 Budget:  Explanation of end of year costs.

County Budget and Bills:  Olson moved, Clark seconded the payment of monthly budgetary bills for February.  Motion carried.

Auxiliary Funds: Budget and Bills:  Kroeger moved, Olson seconded the payment of monthly auxiliary funds bills for February.  Motion carried.

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

Statistics:  The circulation numbers are affected by the system not counting the same amount from year to year. The monthly count will be off for a period of time. The decrease in fines is related to circulation.   

Library closing early:  The Library Foundation requested to close at 3:00 p.m. on Saturday, April 30, 2005 for the annual Foundation dinner. A public service announcement will be made.
Loss moved, Olson seconded to approve the early closing. Motion carried.

Cultural Awareness Training:  There was positive feedback from the staff. Materials and the approach from the instructor were successful.

 

Contract Renewal Ingram Book Services: This discounted service allows us to do transactions online. The service used by selectors to keep track of orders is efficient and effective.

Kroeger moved, Clark seconded to approve the contract renewal. Motion carried.

 

Digitizing SD Newspapers Conference Call:  The libraries within the State may be able to receive legislative funding. They hope to have this ready for legislators in 2006.

 

Newspaper Project:  Nothing presented.

 

Adjunct Faculty:  This is a good opportunity and a new challenge for Chapman. The opportunity will bring positive feed back to Chapman’s position as director. Kroeger is not aware of a city policy that is now in effect.

                                   

Facilities

CIP (Capital Improvement Project’s Committee):  Acoustical Consultant:  CIP denied funding for acoustics at this time. Funding for the roof was approved. Funding is set aside for consulting services in the auxiliary funds. Capital Improvement is set up on a five year plan that is reviewed throughout the year. There are adjustments made depending upon needs. Our resources will be reviewed when we have the actual cost figures.

 

Acoustical Update:  Chapman will be scheduling phone interviews for three companies for a consultant selection. The approximate cost resulted from the initial review from Kirkegaard Associates. Chapman will include in the interview questions what the approximate increase would be in three years and in five years.

Abrahamson moved, Clark seconded to approve the interview. Motion carried.

 

2012

Loos and Chapman attended these meetings. Kroeger stated selections will be brought forth on April 4th, 2005

           

Committee Reports:

Policy

Library Hours:  Recommendation to change library hours. The library is busy on the weekends and wants to accommodate the patrons that use the library. The 8:00 a.m. to 9:00 p.m. hours are an inefficient use of library resources. Information gathered for the recommendation was from ongoing public input, statistic related to number of patrons during hours and a survey for public and staff. The proposed library hours effective June 1, 2005 will be Monday – Thursday, 9:00 a.m. – 8:00 p.m., Fridays and Saturdays, 9:00 a.m. – 6:00 p.m., and Sundays (year-round) from 12:00 p.m. – 6:00 p.m.

Olson moved, Abrahamson seconded to approve the new library hours. Motion carried.

 

Educational Policy:  Recommendation is to approve funding donated by the Friends and already within the library budget towards the payment of staff attendance in college courses related to their job responsibilities.

Abrahamson moved, Clark seconded to approve the educational policy. Motion carried. 

 

Freedom to Read:  Olson moved, Kroeger seconded to approve the updated Freedom to Read policy. Motion carried.

 

Extended Renewals:  Abrahamson moved, Clark seconded to approve the change in the Extended Renewals policy. Motion carried.

 

Replacements Costs:  Abrahamson moved, Olson seconded to approve the changes in the Replacement Costs policy. Motion carried.        

                                   

Finance

Draft Budget 2006-08:  The Board reviewed the first draft of the Budget.

 

City Council Liaison:  City Council meeting scheduled for Monday, March 21, 2005 from 7:00 p.m. – 8:00 p.m.  Abrahamson will discuss the 2004 Statistical Charts and Loos will review the Library CD Tour.

    

County Liaison:  The open County Liaison position will move forward to the County Commissioners.

 

Liaisons
Friends Minutes:  A discussion will be held regarding the future of the Friends group. Jon Boone’s strategy is that there should be an executive committee to retain bylaws. The Friends group no longer wants to meet on a monthly basis.

Foundation January/February Minutes:  Abrahamson encouraged all board members to attend the Foundation Dinner which will be held on April 30, 2005. The Foundation would like the dinner to be a cornerstone event for the library. The dinner serves to provide funding for the long term plan. The Foundation would like to build funds to a million dollars to enhance library services that currently do not fit into the main library programs. They want to take this library to a level beyond community expectation.

Other Business
Thinking Ahead Symposium:  Two Board members and two staff members will be attending the conference.

Upcoming Meetings

Policy Committee                             March 28, email or 12 - 1:00

Agenda                                               March 28, 11:00

Finance Committee                          March 30, 12:00

Library Board                                    April 13, 5:15 p.m.

National Library Week                      April 9 – 16

Foundation Fundraiser Dinner       April 30

 

Abrahamson moved, Olson seconded to adjourn the meeting. Motion carried. The meeting was adjourned at 6:45 pm.