February 9, 2005

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

Open Forum for Staff and Public: Nothing presented.

Minutes: Olson moved, Abrahamson seconded the approval of the minutes of the January 12, 2005 meeting.  Motion carried.

Budget Reports: The Board reviewed the budget and bill reports. Kroeger moved, Christenson seconded the payment of monthly budgetary bills for January. Motion carried.

2004 Final City Budget: Regarding explanation of salaries: bring back to next board meeting.

Updated 2005 County Budget: Olson moved, Abrahamson seconded the approval of the 2005 County Budget. Motion carried.

County: Budget and bills: Loos motioned, Olson seconded to approve the county bills. Motion carried.

Auxiliary Funds: Budget and Bills: Kroeger approved, Christenson seconded the payment of monthly auxiliary funds bills for January. Motion carried.

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

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.

2004 Statistical Charts: There is a decline of new borrowers but a steady increase of renewing borrowers.

Director’s Report: Updates were given on the following information for memos attached:

Annual Calendar: The annual calendar is general background information for the board to give an idea of board scheduling. The annual foundation fundraising dinner will be added on the calendar.

MOU RCPL and Journey Oral History Project: Abrahamson approved, Christenson seconded to approve the memorandum. Motion carried. Chapman stated the next step to move forward is to receive funding.

Acoustical Update: Information on consulting costs to the next board meeting. We will send a link from an article in the Library Journal on this subject.

Dear Reader Contract: Christenson moved, Abrahamson seconded to approve the contract. Motion carried. This contract will be added to the annual contract renewal list.

Thinking Ahead Symposium: The symposium is about new trends. March 1^st is registration deadline. Loos, Abrahamson and Olson expressed interest in attending. They will confirm their schedules with the Business Office.

Council Update: Kroeger: Still going through the 2012 process. Discussion was held for the Board to give a short update to the council on 2004 Statistics and ask for feedback on the Library Tour CD. The Business Office will coordinate schedules.

3.7/3.21 Annual Stats/CD Tour: We need feedback on the annual statistics and the CD Tour; two things that could raise some interest. The CD Tour was very well done. Chapman informed that the CD is going to be updated every six months.

Board Committee Appointments

Policy: Clark chair, Abrahamson to sit on committee. This is typically a Monday noon meeting.

Finance: Olson chair, Christenson to sit on committee. This is usually a one on one meeting. Olson would like more feedback from other board members that are on the committees.

Policy Committee

Distance Educational Policy Briefing: We are planning to have a word processing work station in the adult section. There are patrons who take distance education and do not have a computer. These work stations will have more time than our other computers; this will be reviewed again at the end of the year.

Expired Patrons and Fine Forgiveness: Christenson: This policy change was approved last July. The approximate dollar amount for fines and materials is $35,700.00. Olson would like to know what % are materials. Chapman will have answer next month. Some of this material would have to be replaced. This rate has been the same for awhile and it may have been higher, but would need to be verified. Compared to other libraries, 3% for non-returns is minimal. Chapman informed us that the city attorney’s office will collaborate with us for collection of outstanding accounts. Olson motioned to approve, Abrahamson seconded. Motion carried.

Magazine Policy: Magazines and newspapers are being used more for recreation; on-line usage is being used more for research. It is a revision to collection policy. Chapman: This is a trend. We have better awareness of public usage of the collection. Abrahamson moved to approve the revision, Christenson seconded. Motion carried.

Employee and Supervision of Relatives: Christenson: The city has a policy of not allowing supervision of relatives. Olson moved, Christenson seconded to approve the policy. Motion carried.

County Vacancy: Board members were requested to seek out applicants; forward some names to people who reside in Rapid Valley; find out what their general interest is. They must reside outside of Rapid City, but within proximity; in a rural area. The next step would be for them to meet with the county commissioners. There will be quite a few meetings this fall; we will be in contract negotiations and will have weekly meetings for about a month.

Friends: The Friends Group would like to discontinue the monthly meetings and have a core group of authors. Abrahamson suggested the idea of merging The Friends Group and The Foundation. Chapman will keep the board updated. Abrahamson: We could put this on the agenda, invite the Friend’s board to come and talk to us.

Foundation: Abrahamson stated they hired a part-time employee (Ruth Sisk) who will be at the February 10, 2005 Foundation meeting.

Other Business
SLDA Legislative Day: Abrahamson attended. Olson attended the reception. The State Library had a good attendance record. Also a good turn out from legislators; they had a genuine interest in libraries.

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