August 10, 2005

The regular meeting of the Rapid City Public Library Board of Trustees was called to order by Monte Loos on August 10, 2005 at 5:15 p.m. 

Members Present: Eric Abrahamson (via phone) Bobbi Christenson, Ron Kroeger, Monte Loos, James Olson, Greta Chapman

Excused: Lynda Clark

Audience: City Attorney Jason Green, Terri Davis, Ed Hughes, Jennifer Irwin, Jeanie McCallister, Renee Ponzio and Jennifer Read

Open Forum: A message was received from Mr. Rufus Mountford III to indicate he would be late for the suspension appeal hearing; the Board moved the hearing to the end of the meeting.

Minutes: Olson moved, Kroeger seconded the approval of the minutes of the July 13, 2005 meeting. Motion carried.

Bills and Budget Reports: The Board reviewed the budget and bill reports. Board members found the new format used for the city and county bills easier to read.
Due to transition of information, there are errors in the amounts listed in the city and county budget reports; however, the bill lists are correct. Olson moved, Christenson seconded to approve city bills for July. Motion carried.Kroeger moved, Olson seconded to approve the county bills. Motion carried. Kroeger moved, Olson seconded to approve the budget and bills from Auxiliary Funds. Motion carried.

Executive Session: Olson moved, Abrahamson seconded to go into executive session to discuss Union Negotiations. Christenson moved, Kroeger seconded to come out of executive session.

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

Statistics: Computer usage went up in July, which is normal when school is out of session. Fines were up by $2,000.00 in July.

Coffee Shop: No proposals were received for the library coffee shop by the deadline of July 22. Two concessionaires expressed an interest after the proposal deadline. Staff will make additional contacts with interested parties and will bring forward concessionaire possibilities to the board. The library discussed pursuing the idea of talking to vendors in person.

One Book One Community: Staff members did a short presentation on the annual One Book, One Community. The Rapid City Public Library promotes a book for the community to read. This year's selected book is Hound of the Baskervilles. Various programs will be based around the book. Library staff will promote the event at the Central States Fair parade on Saturday, August 20 at 11:00.

WB2S: The Welcome Back to School theme is an annual promotion for the month of September.

Rally Wi-Fi: An ad promoting Rapid City Public Library's wireless access was posted in businesses in the Black Hills and surrounding communities. Circulation will review the entry count numbers to determine the effectiveness of the ad.

Database Mini Training: Information and awareness sessions are being held to discuss the Rapid City Public Library’s databases and explain how online information is packaged. Chapman encouraged board members to become knowledgeable in one of the databases that the library maintains.

Outreach Van Update: The Rapid City Public Library received a van from Human Resources at no cost. The van will be used for deliveries to homebound patrons, facilities errands, wireless lab visits, and staff travel. A door has been installed to the garage for the van to be parked in. Using the van for library purposes has earned the library savings compared to paying mileage costs.

Strategic Plan: An overview of the Rapid City Public Library's planning session on July 13 was discussed. Olson was impressed with what was completed given the short period of time allowed. Loos stated that each item on the agenda may not be implemented due to circumstances such as lack of funding and priorities. Abrahamson stated that the planning session was constructive and that the director’s goals are a forward movement.

Space Use Consultant Process: At time of construction and expansion, space use was reviewed. The proposals are based on the first floor existing space. The space is not functional and how it is used is problematic. A request is being made to update the old space section of the library due to change of services and functions. Aaron Cohen Associates, LTD from New York has an architect on staff and were the only consultants who looked at using staffing resources in the most effective way. The cost estimate ranges from $20,000.00 to $40,000.00. The Foundation and Friends of the Library may contribute funding, which would make the process more expedient. Staff will proceed forward with conducting telephone interviews, compiling information and will bring back to the board.

Marketing Consultant Process: This is a proposal that is within the Rapid City Public Library's budget. The library has understanding and experience, but is not knowledgeable of marketing trends. The library needs to receive feedback and determine if it is possible. Staff will conduct interviews with local consultants and bring information back to the board before a decision is made.

Collection Process Update: Over the last six months, 33 delinquent patron accounts have met the qualifications to be sent to the city attorney for action. The policy will be reviewed again in six months.

Finance
Council Budget Review: The next budget hearing is August 22.

Strategic Plan Update: Board members noted that staff did a professional presentation.

Policy

Director’s Annual Evaluation: Kroeger requested this item be moved to the end of the agenda.

Liaisons

City Council Liaison: Kroeger has been re-assigned to the Rapid City Public Library Board.

Foundation
Annual Planning Meeting: Plans and goals were discussed at the Foundation’s annual planning meeting. The group wants to work with the board to implement priorities and will allocate time with staff to raise funds.

Friends
Executive Committee Meeting: City Attorney Jason Green has had an on-going discussion with the Friends of the Library about changing their bylaws. The Friends group will meet next week to review the bylaws. Green will encourage them to obtain an Articles of Corporation so they will be a legal entity.

Other Business: The school district is planning on building a new school at General Beadle Elementary. There are no final budget numbers yet. The school will double as a community center to meet welfare needs. There is a 90% poverty rate among the students. A media center may be included that could double as a library to be open after hours. The possibility of opening a satellite library branch was discussed. This project could be worked on together, to include writing a branch proposal and creating a satellite library. A grant proposal is being worked on. Chapman will schedule a meeting with Dr. Wharton.

The state library is offering travel funding for trustees at the South Dakota Library Association meeting in Pierre.

Appeal: Board members read the suspension and appeal documentation. The appellant did not appear at the board meeting. Loos requested to make a decision at this board meeting, and opened the hearing. At 6:30 p.m. Olson stated that a matter of appeal of suspension was presented to the Board. The appellant was not present, having called in a message reporting car trouble; the appeal was continued to the end of the meeting. Olson moved, Kroeger seconded that the hearing be closed and suspension be upheld. Motion is passed. The Library will notify the appellant of that information.

Executive Session: The board went into executive session for the director’s evaluation. The Board came out of Executive Session at 6:55 p.m. Kroeger made a motion to adjourn the meeting.

Upcoming Meetings

Board Agenda September 6, 11:00

Board Meeting September 14, 5:15 p.m.

Festival of Books September 23 – 25, Deadwood

South Dakota Library Association Meeting October 5-7 Pierre

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