Hennepin County Library - Library Board Meeting Minutes 10-25-2000

MINUTES OF
HENNEPIN COUNTY LIBRARY BOARD MEETING
OF OCTOBER 25, 2000

The Hennepin County Library Board met on Wednesday, October 25, 2000, at the Maple Grove Community Library.

PRESENT:	Carol Walsh, President John Gibbs Patricia Izek Marilyn Jackson
LIBRARY STAFF ATTENDING:	C.Brown, C.DeGraff, J.Leick, J.Morgan, N.Perron, M.Gillespie, E.Feinberg, V.DeFord, C.Ahrens, & B.Berg.
GUESTS:	Nancy Jefferies (Library student)

WELCOME & PUBLIC COMMENT
President Walsh called the meeting to order at 4:40 p.m. without a quorum.

Public Comment: Walsh welcomed Ms. Jefferies, library school student, who was observing.

Maple Grove Community Library: M. Gillespie reviewed demographics of the community and staff, and said that everyone was looking forward to an expanded library.

APPROVAL
A motion to approve the minutes of the September 27, 2000, meeting was made by J. Gibbs; seconded by P. Izek; motion passed. [Quorum had been established at time minutes were approved.]

PROGRAM
Vicki Deford presented status report on Strategic Plan. Background materials had been mailed to Library Board with one added piece distributed at meeting. DeFord gave overview of the process, as part of the county-wide plan. The library department is on target with plan timing. M. Jackson raised a question of the former Strategic Directions (through 2001) and relationship to the new strategic plan. Explanation that once approved by the County Board, the new Strategic Plan will supersede any previous plans.

COMMITTEE REPORTS
Ways & Means Committee: Reminder of the meeting Nov. 8.
Policy Committee: Patricia Izek reviewed meeting of the policy committee and recommendations to Library Board. A policy packet had been mailed to Library Board members.

1) Policy Review Policy: Motion to re-affirm this policy was made by M. Jackson, seconded by J. Gibbs; motion passed.

2) Per Diem Payments: Minor change made to last sentence -- "On request, additional direct expenses..." Motion to approve as amended made by M. Jackson, seconded by J. Gibbs; motion passed.

3) Public Library/School Library Media Center Relationship: Changes had been recommended to the final paragraph. Motion to accept revised policy with the addition of an origin of statement clause ("The HCL Board endorses the Office of LDS statement") was made by M. Jackson, seconded by J. Gibbs; motion passed.

4) Freedom to Read: The policy revisions included those made to the statement by ALA. Discussion of addition of origin statement ("HCL Board endorses the ALA Freedom to Read statement"). Motion to re-affirm policy with an origin statement was made by M. Jackson, seconded by J. Gibbs; motion passed. M. Jackson had additional concerns about the ALA statement, but she will relay those to ALA for future consideration.

5) Freedom to View: Discussion on origin statement, but it was recommended that this statement could be adopted as a separate Library Board Policy without an origin statement. Revisions were made to point #1 and #5; motion to accept with the two recommended changes was made by M. Jackson, seconded by J. Gibbs; motion passed.

6) Library Foundation Use of Patron Names & Addresses: M. Jackson recommended re-writing the policy to become broader. Policy was referred back to Committee for review and discussion at the December 6 Library Board meeting.

UNFINISHED BUSINESS
Construction Projects Update: C. Brown reported on library projects -- Eden Prairie, Brookdale, Wayzata, and Maple Grove. Property Services has scheduled a County Board briefing to review construction costs and labor shortages affecting many county projects--Charles Brown will attend and report to Library Board. J. Gibbs recommended for very long term projects, that the library take a little more time in reviewing the projects to make most efficient use of the resources; C. Brown reminded the Board that many of the projects' deadlines are often driven by Commissioners and communities.

2001 Budget Update: The County Board work on budget amendments is complete; awaiting final approval in December.

County Board Breakfast: C. Walsh reported that a "thanks" memo has been prepared and will be sent to the Commissioners along with ULC Retreat material and a Library Board roster. M. Jackson comments: there was not enough information on collection statistics to stress to Commissioners; she recommended possibly raising the library millage rate and developing a dedicated collection budget (untouchable). Other comments: a great opportunity to share ideas in an informal atmosphere. C. Brown updated Library Board on status of Baker & Taylor settlement and plans for the money.

Update on Library Collection Inventory Questions: Materials were mailed to Library Board. M. Jackson gave additional questions to E. Feinberg, and shared them at the meeting. C. Brown reported that the bottom line is that HCL cannot identify where 1% of the collection is at a given time, which, according to library standards, does not indicate a need for a change in collection inventory. There is a process that staff currently uses to try to trace missing items. Other Board members feel that the information supplied was adequate, useful information, were impressed with the 1% figure and felt there was no need to pursue the issue further.

NEW BUSINESS

Foundation Update & Art Transfer: C. DeGraff
1) Jaune Quick-to-See art piece at Ridgedale was formally transferred to the Library.
2) Phase II of Art Initiative -- meetings have been scheduled with heads of 8 agencies with building projects -- to establish committees.
3) Foundation is close to hiring a contract "grant writer" to prepare grant proposals for the Foundation.
4) Year-end giving is in process and staff is working on developing a process for online donations.
5) Foundation Board turnover--up to 10 new Board members will begin in 2001.

M. Jackson moved acceptance of the art piece, seconded by C. Walsh; motion passed.

DIRECTOR'S REPORT
Report was mailed to Library Board; copies of the 1999 annual report were distributed to Library Board at meeting; further distribution will be done by Community Relations staff--if Library Board members have suggestions/names for distribution, please supply to Nancy Perron.

Strategic Plan: request for any input to Plan as presented be sent to V. DeFord as soon as possible for consideration at the Dec. 4 staff management retreat.

Bibliographic Records Investigation: N. Perron noted that report was completed and in the hands of County Attorney for consideration of "public" versus "private" data. C. Brown reported that he does not anticipate any criminal action as a result of the report.

BOARD MEMBER REPORTS
C. Walsh: MELSA trustee workshop on E-Books has been cancelled due to low registration; she is planning to attend the ULC workshop in December (and requested copies of the annual report to take along).
P. Izek: Planning to attend the Dec. ULC workshop.
M. Jackson: Has been appointed as the ULC board liaison to the Urban Assets Strategy Group.

OTHER
Grants: Report/update will be covered at the November Ways & Means Committee meeting.

Gift Acceptance: Question by M. Jackson on appropriateness of the gifts from Friends as basic library items that should be covered by operating budget, e.g. book carts, newspaper/magazine subscriptions. C. Brown & N. Perron responded that the Friends gifts are developed in consultation with library staff and usually supplement the needs of the library. Motion to accept the gifts was made by J. Gibbs; seconded by M. Jackson; motion passed.

$25.00	Mr. and Mrs. William Archibald to the Maple Grove Library for the agency gift fund.
2110.95	Friends of the Plymouth Library to the Plymouth Library for the following: brochures and posters, Read to Win prize books, promotional materials, two book carts, program refreshments and supplies, kids videos, subscription to Babybug Magazine, staff lounge supplies STAR program supplies, subscription to St. Paul Pioneer Press, easel and chalkboard, borders for display case, end of summer party refreshments, subscription to MAD magazine.
111.39	Friends of Westonka Library to the Westonka Library for refreshment / supplies for annual Westonka Art Gala.
125.00	Friends of the Westonka Library to the Westonka Library for a Magic Show.
76.55	Friends of the Westonka Library to the Westonka Library program prizes.
67.63	Friends of the Westonka Library to the Westonka Library for refreshments and supplies for the End of Summer party.

ADJOURNMENT Motion to adjourn was made by P. Izek, seconded by M. Jackson, and passed.

John Gibbs, Secretary

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