March 15, 2006

 

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

Members Present:  Monte Loos, James Olson, Eric Abrahamson, Sandra McNeely, Maria McCarthy-Anderson, Sue Callahan and Greta Chapman

Audience:  Heidi Archie, Terri Davis, Coleen Schmidt (City Finance Office), Jennifer Irwin

Excused:  Ron Kroeger

 

Introduction of Staff

Public Comment

 

Monthly Payments:  Schmidt explained that the Board can either move their meeting date to be prior to the second Council meeting or have the President and Director approve Bill List and Board can approve Bill List retroactively.  Olson moves we change meeting date to second Wed of the month, McCarthy-Anderson seconded. 

 

Minutes:  Olson moved approval of February 15, 2006 minutes, McNeely seconded, motion carried unanimously.

 

BUDGET REPORTS

Budget Narrative:  Correction to document, budget is typically spent at 8.3% or 1/12 of the total budget per month, not 12% per month.

 

City Budget and Bill List: The Board noted that the increased insurance premiums should be accounted for in the 2007-09 budget documents.  Abrahamson moved to approve City Bill List, Olson seconded, motion carried unanimously.

 

County Budget and Bill List:  The Board questioned why the County and Library Board Fund budgets could not be loaded until the supplemental appropriation is completed in April.  Chapman will speak with Schmidt and report back to the Board at next meeting.  McCarthy-Anderson moved to approve County Bill List, McNeely seconded, motion carried unanimously.

 

Library Board Fund Budget:  Budget has not been loaded, no comments.

 

Revenue:  No comments.

 

Bill List:  McNeely moved to approve the Library Board Fund Bill List, McCarthy-Anderson seconded, motion carried unanimously.

 

Surplus Items:  Abrahamson questioned whether the City Attorney’s office reviewed Library Board statutes as well as City statutes?  Chapman agreed to review information further to determine that the Library Board status related to the surplus item memo. Abrahamson moved to table item to determine the authority of the Library Board. Olson seconded, motion carried unanimously.

 

ADMINISTRATIVE REPORTS

Statistics Narrative:  In review of the statistics, items noted include

o       Increases are primarily electronic. 

o       Renewals are up for 2005 compared to 2004

Statistics: 

2005 Statistical Analysis:  No additional comments.

 

Director’s Report:  No additional comments.

 

Organizational Restructure:  Abrahamson asked for further explanation.  Chapman noted that collaboration of Adult and Youth Services programming would make programming more systematic and efficient.  This will help to have a pool of staff to schedule for coverage of service point desks, which is more flexible for serving the public

 

The Information Access Supervisor will be the point person to maintain collection management.  Abrahamson questioned the compatibility of overseeing collection development and publications.  Chapman replied that the tasks are compatible because we are offering materials and resources.  Therefore, making the connection between selection and how public uses it is of value to the organization.  Chapman also noted we have researched marketability of this type of a position and the industry is training for this position. 

 

Irwin added that in order to develop appropriately we have to know what the readers what and in order to market it we have to know what they want, which is why it seemed a good fit to put skills together.  Chapman noted that proposal came as a recommendation from supervisors not to administration.  The Board by consensus supports the reorganization.

 

Speaker Contract:  McCarthy-Anderson noted that the Foundation could benefit from a copy of this.  Archie will share with Ruth Sisk, Executive Secretary of Library Foundation.  Abrahamson move to approve, McCarthy-Anderson seconded motion, motion carried unanimously. 

 

Space Use:  Olson thought it was an interesting process and was surprised that the floor plan choice was basically unanimous between the various groups.  Chapman noted that the staff buy in which has been positive and will assist with the cultural shift within the library.  Abrahamson asked question about the forthcoming budget.  Currently Chapman does not know if it will cost as much as originally anticipated.  Davis is waiting to see the interior design portion of proposal; design elements could give a jump in cost estimates.  Chapman stated that about 30% of plan could be done today because it’s just moving furniture.

 

FINANCE COMMITTEE

2007 Draft City Budget:  See comments under Budget Objectives.

Budget Narrative:  See comments under Budget Objectives.

Budget Objectives:  Chapman noted that the library budget is now in the process of the City budget review. From revenue review, the 5% operational cost estimate may be reduced to 3%.  The decrease would be due to increased insurance and health care costs and reserve fund.  The City is doing some long term planning to stabilize reserve fund and worker’s compensation, etc.  Abrahamson noted that typically we are running at 4% inflation rate so if items are decreased to 3%, we would be even shorter. 

 

Olson moved approval of the Narrative and Objectives, McCarthy-Anderson seconded, motion carried unanimously. 

 

 

BUILDING COMMITTEE

Council Update Space Use and School Community Library:  Abrahamson stated that the Board will give an update to the City Council about Space Use project on April 17.  This would be a very short presentation lasting about 5 minutes.  Loos suggested that Abrahamson speak on behalf of the board, but all board members should be present at meeting for introduction.  Item will be requested for listing as a mayoral item on agenda.  Abrahamson and Kroeger will coordinate with Mayor’s office.

 

LIAISONS

City Council Liaison:  Not present, no report.

 

County Liaison: at this time, she anticipates the County Contract discussions are continuing but has not been in touch with Karie Price from the City Attorney’s office.

 

Foundation Fundraiser: Abrahamson encouraged all members to attend Annual Fundraising Dinner on April 8, 2006.  This may be the last year the dinner will be held in the Library due to Space Use plan. 

 

The Board had a general discussion about a meeting held on March 13 with the Chair and Vice Chair of the Friends of the Library, Foundation Board and Trustees.  The meeting was to better define the roles of each group with regard to their support of the Library.  The group will come together again on a quarterly basis to collaborate and work together on goals supporting the Library

 

Friends of the Library:  Minutes

 

OTHER

HB 1142 Newspaper Database:  Abrahamson will be the delegate for the State Library Board to the Federal Library Legislative Day in May in Washington D.C.. 

 

Chapman noted that she has been chosen for an interview for PhD program on March 22.  She is excited about the opportunity and it has been excellent learning experience to date. 

 

EXECUTIVE SESSION

Contract:  McCarthy-Anderson motioned to move into Executive Session, Olson seconded, motion carried unanimously.  Board went into Executive Session at 6:45 pm. 

 

Meeting Dates:

National Library Week                                   April 2-8

Board Committee Online Mailing                  April 3 (1st Mon of the Month)

Space Use Review                                          April 3, 12:00 – 1:00 pm

Library Board Council Update Meeting         April 3, 7:00 – 8:00 pm (tentative time)

Annual Foundation Dinner Fundraiser           April 8, Author George McGovern

Board Agenda                                                April 10, 11:00 am

Board Meeting                                                April 19, 5:15 pm  - will be adjusted to 2nd wed of month

SDLA West Spring Forum                             April 28, 9:00 – 4:00 pm