September 14, 2005
The regular meeting of the Rapid City Public Library
Board of Trustees was called to order by Monte Loos on September 14, 2005 at
5:15 p.m.
Members
Present: Eric Abrahamson, Susan
Callahan, Bobbi Christenson, Lynda Clark, Ron Kroeger,
Monte Loos, James Olson, Greta Chapman
Audience: Terri Davis, Jennifer Read and Coleen
Schmidt
Open Forum for Staff and Public: Coleen Schmidt from the Rapid City Finance
Department was present. Various ways to streamline reports for the Rapid City
Public Library’s Auxiliary Funds were reviewed. The City Finance Department can
present standard reports for the Rapid City Public Library Board meetings.
County Liaison Introduction: Susan (Sue) Callahan was introduced as the newly appointed
Pennington County Liaison; a non-voting position. Callahan was welcomed to
attend the Rapid City Public Library's Policy and Finance Committee meetings.
Minutes: Olson moved,
Christenson seconded the approval of the minutes of the August 10, 2005
meeting. Motion carried.
Bills and Budget Reports: The board reviewed the budget and bill reports. There is an
error within the Section 125 amount that will be corrected. There is a 6% flexibility within the budget during this time of year.
Abrahamson moved, Clark seconded to approve the city
and county budget. Motion carried. Olson moved, Kroeger seconded to approve the budget and bills from
Auxiliary Funds. Motion carried. Olson moved,
Christenson seconded to approve the city and county bills for September. Motion
carried.
Finance Committee
Auxiliary to Board Fund: Olson proposed to transfer the Rapid
City Public Library's Auxiliary Fund accounting function to the Rapid City
Finance Department which would be in a separate account called the Board Funds.
The transfer will avoid duplication, simplify the process and produce savings
in terms of staff time. Olson requested the transfer be approved by the Board. Due
to City Finance reports being completed the 12th of every month, the Board
meeting date would need to be changed to the third Wednesday of every month. Schmidt
indicated the transfer would save the City Finance Department billing,
personnel and training time. Rapid City Public Library staff would be able to
retrieve more current information. The board would continue to receive reports
and approve bills. Rapid City Public Library patrons would receive cash instead
of a check and the Business Office would create a purchase order for returned
lost materials.
Abrahamson moved, Olson seconded to approve the
transfer of the Auxiliary Fund accounting function to the Rapid City Finance
Department.
Monthly
Board Meeting Date: All Board members were in agreement
to moving the monthly Board meetings to the third Wednesday of every month. Olson
moved, Clark seconded to establish the Board meeting
to the 3rd Wednesday of the month.
Administrative
Reports: Chapman updated, answered questions
and informed the Board on the following:
Statistics:
Similar pattern as
in July. There were errors in the Financial amounts,
which will be corrected. The Auxiliary Fund account will be balanced when funds
are transferred to the City Finance Department.
Strategic Plan
Space
Use Consultant: An interview was changed to October
10. Board members are welcome to attend.
Public
Awareness Consultant: Marketing firms have expressed an
interest. Board members will be notified of interviews and are welcome to
attend.
Staff Reorganization: The newly formed Public Awareness group
includes the Business Office and Librarian I’s. The
Public Information and Programming group has now been broken into several
separate groups to allow greater focus, creativity and to use staff more
effectively.
Facilities Update: Recently, the Rapid City Public
Library sustained extensive damage to the front entrance area windows due to
vandalism. From this event, the Vandalism Procedures have been updated.
Coffee Shop Update:
The Rapid
City Public Library received a proposal from Java’s Brewing to provide a
concession for coffee service. Dunn Brothers and Cappuccino Charlie’s are also
considering.
Policy
Newspaper Retention: A
recommendation was made that the retention of newspaper back issues be changed
to the current month plus one month of back issues.
Olson moved, Abrahamson seconded to approve the
updated Information Resources Development and Maintenance policy. Motion
carried.
Hour of Holiday Closing: A recommendation was made to close the Rapid
City Public Library at 12:00 p.m. on December 24, 2005 and 3:00 p.m. on
December 31, 2005.
Abrahamson moved, Christenson seconded to approve the
change of closing times on December 24 and December 31, 2005. Motion carried.
Ingram
Agreement: Ingram, a major materials supplier,
has requested that the Rapid City Public Library sign an annual early release
agreement to insure that we will not release materials to the public before
their official publication or release date. This will be added to the Contract
Approval list as an annual renewal item.
Abrahamson moved, Christenson seconded to approve the
signing of an annual early release agreement with Ingram. Motion carried.
Opposing
Viewpoints Agreement: A recommendation was made to
subscribe to the Opposing Viewpoint Resource Center database at an annual cost
of $1950.00. This will require an annual agreement to be singed and will be
added to the annual Contract Renewal list. It a print source that is used at
the Rapid City Public Library.
Olson moved, Abrahamson seconded to approve the
subscription to the Opposing Viewpoint Resource Center database. Motion
carried.
RSVP
M.O.U.: A recommendation was made to approve
the RSVP Memorandum of Understanding for the upcoming three year period. RSVP
is a volunteer organization that provides volunteers for the Rapid City Public
Library. The M.O.U. is requested to be signed every three years.
Abrahamson moved, Kroeger
seconded to approve the signing of the M.O.U. and the continuation of the
partnership between RSVP and the Rapid City Public Library. Motion carried.
Liaisons
City
Council Liaison: The budget is scheduled for the
second hearing and will be approved. The first 2012 meeting is scheduled for
October 11.
County Liaison: The county contract expires in December. Costs
have been projected for three years.
Foundation
Board Retreat – July
Minutes: The Rapid City Library Foundation’s
goal is to raise funds to meet goals. Foundation members requested to meet with
Rapid City Public Library Board members once a year to gather and exchange
information.
The Business
Office will coordinate.
The Foundation will be present at the Festival of Books in Deadwood, September
23-25.
Friends
August Minutes: Loos and Chapman
will discuss having the Friends of the Library group meet with the Rapid City
Public Library Board members once a year to gather and exchange
information.
Other
Business: The next board meeting is scheduled for October 19 because
of the change in board meeting dates to the third Wednesday of every month.
Clark moved, Christenson
seconded to adjourn the meeting. Motion carried. The meeting was adjourned at
6:25 p.m.
Upcoming
Meetings
Festival
of the Book
September 23 – 25
http://web.sdstate.edu/humanities/festival/
Board
Agenda
October 3
South
Dakota Library Association Meeting
October 5-7 Pierre
http://www.sodaklive.com/sdla2005/index.htm
Board
Meeting
October 19