Minutes of Hennepin County Library Board Meeting 11-28-2007

MINUTES OF
HENNEPIN COUNTY LIBRARY BOARD MEETING
OF NOVEMBER 28, 2007

The Hennepin County Library Board met Wednesday, November 28, 2007 at Southdale Library.

Present:	John Gibbs, Patricia Izek, David Pratt, Claudia Kelly, Cynthia Steinke and Therese VanBlarcom
Library Staff:	Bill Berg, Carla Biermaier, Sharon Charles, David Cramer, Joe Franklin, Paula Fox, Margaret Gillespie, Tracy Hvezda, Keven Larson, Katya Leek, Janet Mills, Carolyn Muchow, Tom Murray, Nancy Palmer, Amy Ryan, Char Sohlberg, Jody Soldin, Katie Subra and Lois Thompson
Guests:	Karen Marquardt, Director, Hennepin County Internal Audit; Anna Larson, Taxpayer Services; Donna Scudder, President and Jane Johnson, Executive Director of Library Foundation.

CALL TO ORDER
Library Board President John Gibbs called the Hennepin County Library Board meeting of Nov. 28, 2007 to order at 5 p.m. and welcomed all attendees.

APPROVAL OF AGENDA
Mr. Gibbs suggested a change to the order of the agenda to accommodate Foundation visitors. David Pratt made a motion to address the 2008 Commitment to Hennepin County Library from the Library Foundation as the second item of business which was seconded by Patricia Izek. Motion was approved.

APPROVAL OF MINUTES
Therese VanBlarcom made a motion to approve the minutes of the Oct. 17, 2007 Library Board meeting which was seconded by Cynthia Steinke. Motion was approved.

PUBLIC COMMENT
No public comment.

PROGRAM REPORT
Library Board Recognition: 2007 Hennepin County Employee Recognition Program Department Winners

Customer Service Award Team Category - Deputy Director Lois Thompson
Ms. Thompson introduced South Resource Group managers Principal Librarian Carolyn Muchow and Support Services Manager Janet Mills. The Southdale Support Services work group was recognized for their efforts to redesign section workflow and adopt new ways to use existing technology to improve customer service. Work group members in attendance were Joe Franklin, Tracy Hvezda, Anna Larson, Katya Leek, Tom Murray and Katie Subra. Honorees unable to attend: Janet Fernkes and Sara Sinuka.
Customer Service Award Individual Category - Acting Partnerships & Communications Division Manager Margaret Gillespie
Patrick Jones was recognized for his efforts to improve services for all library users including Outreach customers who are not physically able to come to a library and residents of correctional facilities. Mr. Jones was also recognized for his efforts to reach immigrant families.

2008 Funding Commitment from the Library Foundation of Hennepin County - Foundation Board President Donna Scudder and Foundation Executive Director Jane Johnson
The 2008 commitment to Hennepin County Library from the Library Foundation of $264,300 was approved at the Oct. 18 Foundation Board meeting. The Foundation works closely with Library administration and staff to support Hennepin County Library's guiding principles and Framework for the Future. All were reminded of the Library Foundation's annual meeting, Dec. 3, 2007 at the Golden Valley Country Club.

DIRECTOR'S REPORT - Amy Ryan, Director
Pre-merger review:

On Nov. 27, the Hennepin County Board of Commissioners held a public hearing for the merger according to statutory requirement. Some concern was expressed about the impact of the merger on suburban libraries and the collection. The Commissioners expressed their support of the merger. Many in attendance felt the consolidation provided a real opportunity to move forward with equitable library service for all County residents.
An overview of the public hearing held at Minneapolis Central Library was provided where similar concerns were expressed by citizens. In addition, they were concerned about the elected library board and voiced a strong desire for library service to return to three local communities (the proposed merger facilitates the reopening of three shuttered libraries and the collection development policy will be one of the top priorities for the expanded library board to address post merger).
Attorneys are working on resolving issues related to the transfer of property. The approval process moves forward into December with the Minneapolis Library Board, City Council and Mayor reviewing and deciding on the appropriate action to take. A County Board briefing is scheduled Dec. 6 at 3 p.m. for attorneys to update the County Board. The County Board may approve the documents at their last meeting of the year Dec. 18, 2007. County Board Chair Commissioner Randy Johnson and County Administrator Richard P. Johnson both expressed the merger is not a sure thing until it receives final approval from all of the governing bodies.
A Library administrative structure will be distributed 30 days prior to the merger approval. Orientation sessions on what is needed to become Hennepin County employees on day one of the merger are scheduled for all Minneapolis Public Library employees. Meetings for managers and supervisors from both library systems are scheduled to discuss the importance of their leadership, the library's mission, vision, and organizational structure.

Library Budget Hearing Update:
Amendments to department budgets from the County Administrator and Commissioners are underway this week. Two Commissioner amendments for the Library were submitted, both are subject to approval Dec. 18 when the final budget is approved by the County Board. Commissioner Koblick submitted an Excelsior Library feasibility study and capital expenditures. Commissioners Stenglein, Opat and Dorfman submitted two library initiatives pending merger approval for Walker and Webber Park Libraries.

NEW BUSINESS
Audit Progress Report - Operations Division Manager Nancy Palmer
Ms. Palmer introduced Director of Hennepin County Internal Audit Karen Marquardt who explained the overall objective and provided a progress report on the Library Department audit. The approach is collaborative, working with staff to identify areas where improvement might be needed. Some areas identified for further review were: policies and procedures related to fine payment and forgiveness of fines, and consistency in cash handling procedures. Ms. Marquardt noted staff have been most willing to follow through on opportunities to strengthen related procedures and processes. A final report is currently in process.

2008 Library Board Meeting Dates
The proposed 2008 Library Board meeting dates were distributed. The expanded Library Board appointments may be made by the County Board Dec. 18, 2007 if the merger is approved. Board members discussed the possibility of adding a Board meeting close to Jan. 1, 2008 in conjunction with a celebration if the merger is approved. When meeting locations are decided, Webber Park, Walker and Excelsior Libraries were suggested for consideration. A review of Board meeting start times in the event the merger is approved was also suggested.

PLA Conference
John Gibbs requested Library Board members' early registration for the National 2008 PLA Conference in Minneapolis be completed by Char Sohlberg.

Expanded Library Board Subcommittee Update - Therese VanBlarcom, Chair
Ms. VanBlarcom, Mr. Pratt, Ms. Steinke and Char Sohlberg met regarding the need for a consultant. It was decided a consultant is not necessary at this time. Suggestions for an orientation process that recognizes the united Hennepin County Library system, an informal mentor program for new members, library tours, and adopting subcommittees that report to the full Board should be considered. The current Bylaws of the Library Board, particularly the staggering of terms (so a majority of members' terms do not end at the same time) is considered a priority. Library Board support for the Friends and Library Foundation was also identified as a Library Board priority.

Security Cards and Training Opportunities - Char Sohlberg, Director's Office
New coded security cards and lists of training opportunities available to Board members were distributed.

ACCEPTANCE OF DONATIONS
Mr. Gibbs acknowledged the list of non-monetary donations and thanked contributors on behalf of the Library Board. Ms. VanBlarcom moved to accept the donations, seconded by Ms. Kelly. Motion was approved.

LIBRARY BOARD MEMBER REPORTS
David Pratt: Attended the Commissioners' Breakfast hosted by the Library Foundation that included a moving presentation on the Hennepin County Corrections Juvenile Detention Center. The breakfast is beneficial as it showcases the work being done and the contributions being made to the community.
Patricia Izek: Visited ttyl@hcl at Brookdale Library and was impressed with the homework helpers, attended comedy sports at Plymouth Library, and serves as the Chair of the Art Selection Panel for the new Plymouth and Maple Grove Libraries.
Claudia Kelly: Attended a memory loss seminar at Ridgedale Library with her mother and it was a great program. The program was so well attended, the facilitator ran out of handouts.
Cynthia Steinke: Asked about the source of funding for author presentations. Ms. Thompson responded and explained some are paid from the programming budget, others from money raised by the Friends groups, or the Library Foundation. Program fees are negotiated with the author. Some authors accept payment and donate it back, and some refuse payment.

ADJOURNMENT
There being no further business, the Library Board Meeting of Nov. 28, 2007, adjourned at 6:30 p.m. The next meeting is scheduled Wednesday, Jan. 23, 2008 from 5-6:30 p.m. at Brookdale Library, 6125 Shingle Creek Parkway, Brooklyn Center, MN 55430.

_________________________________________
Holly Guncheon, Secretary

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