MINUTES OF
HENNEPIN COUNTY LIBRARY BOARD MEETING
October 27, 2010


The Hennepin County Library Board met Wed., October 27, 2010 at Minneapolis Central Library.

Present: Brandi Brown, Caitlin Cahill, John Gibbs, Holly Guncheon, Sandy Johnson, Jill Joseph, Claudia Kelly, Kathleen Lamb, Gary Thaden and Therese VanBlarcom
Hennepin County Staff: Bill Berg, Sharon Charles, Tonya DePriest, Judith Friedrich, Edward Hathaway, Constance Hill, Kelli Koob, Heather, Lawton, Lois Lenroot-Ernt, Jodi Monson, Gail Mueller Schultz, Bill Rodgers, Sarah Rosenblum, Ian Stade, Lois Langer Thompson, Ali Turner, Betsy Williams, and Marilyn Zastrow
Public: Stu Wilson


CALL TO ORDER
President Therese VanBlarcom called the Hennepin County Library Board meeting of Oct. 27, 2010 to order at 5:02 p.m. and welcomed attendees.

APPROVAL OF AGENDA
Sandy Johnson made a motion to approve the agenda which was seconded by Caitlin Cahill. Motion passed.

CONSENT ITEMS
Kathleen Lamb made a motion to approve the consent agenda which was seconded by Sandy Johnson. Gary Thaden wished to discuss revised Library Board Policy 10: Commissioned Public Art. Since no changes were made by the County Board to their public art in libraries directive, no changes were made to the revised policy. Clarification was provided on the County Board's direction on the composition of public art selection committees. President VanBlarcom recognized a generous donation to HCL from the Library Foundation due to a significant gift of $83,000 from the Professional Librarians Union of Minneapolis (PLUM). She introduced Special Collections Librarian Ian Stade who explained approximately $38,000 of the donation will be used for the digitization of special collections and the remainder will support Friends of the Library groups in Minneapolis. Foundation Executive Director Stu Wilson acknowledged the incredible commitment of library staff to the library, noting this donation goes above and beyond the great work they do every day and will create a lasting legacy in terms of access to major items in the collection as well as providing support for the library through Friends Groups. Following discussion and recognition, the motion passed.

PUBLIC COMMENT No public comment.

PRESIDENTS REPORT
  • President VanBlarcom reviewed proposed 2011 Library Board monthly meeting dates and locations. Board members were asked to contact her with suggestions prior to the Nov. 17 meeting where it will appear on the consent agenda.
  • Three responses to concerns from customers, received via the public web page, were summarized. Board members were reminded if they receive questions individually, to please forward them to her for a response.
DIRECTOR'S REPORT
  • Library Director Lois Thompson reported Citizen Advisory Board appointments will open soon. At the County Board's committee meeting this week, a recommendation was made to extend the closing date for applications to Jan. 7, 2011 (pending approval). Library Board members will be notified by Char Sohlberg when the appointment process opens and closes.
  • Kathleen Lamb was invited to talk about a recent trip to a "sister city" of Minneapolis - Ibaraki, Japan where she recently toured a high school and a women’s center with a large library. She handed out HCL bookmarks that were well received. While visiting the City of Ibaraki, Ms. Lamb was told the city made a gift to the library system (a hanging art piece); staff was unaware but will follow up.
  • Completed direct deposit per diem payment forms should be returned to Accounts Payable (address available on the form).
  • Updates on County Board action related to the Library from the Oct. 26 committee meeting were provided, discussion followed. Ms. Thompson noted she will forward a draft resolution introduced by Commissioner Callison on managing costs (how capital costs can drive operating costs and efficiencies in new libraries). Maple Grove Library public art selection will be returned to staff for a recommendation. Discussion followed.
  • Staff recommended Legacy funding for libraries be renewed as part of the Intergovernmental Relations Department's recommendation to the County Board for the 2011 legislative platform. Library Board members suggested the entire resolution on Legacy funding be communicated to the County Board. Ms. Thompson will follow up with President VanBlarcom.
  • Please notify Ms. Thompson if you plan to attend the County Board Briefing on the Library Strategic Plan, Thur., Nov. 4 at 10:30 a.m. at the Government Center, County Board Room, A-2400.
  • An article from Library Journal, "Libraries by Design" includes photographs of Plymouth and Maple Grove libraries.
BOARD MEMBER REPORTS
  • Caitlin Cahill reported on attending the Minnesota Library Association's annual conference held in Rochester, MN and encouraged Board members to think broadly, without judging ideas early in the visioning process.
  • Gary Thaden reported he met with former Library Director Amy Ryan in Boston. He also shared a Garrison Keillor story.
  • Ms. VanBlarcom noted the Foundation is participating in "give to the max day" Tues., Nov. 16 when an anonymous donor will match donations for every gift given that day up to $25,000. Foundation Executive Director Stu Wilson will send the link to Board members. She also attended an incredible student art exhibit/reception at Golden Valley Library.
COMMITTEE REPORTS
Program/Policy Committee

President VanBlarcom welcomed Library Resources Division Manager Bill Rodgers and Policy & Research Manager Judith Friedrich to kick-off the full board discussion to set a framework for a revised Library Board collection development and management policy. She also introduced Library Board Vice President and Program/Policy Committee chair Claudia Kelly. Ms. Kelly noted terms and definitions about the collection were available as requested. Mr. Rodgers thanked Coordinating Librarian Betsy Williams and staff for providing a tour of the collection. He then presented an overview of the state of the collection that included concepts from the Guiding Principles, outcomes from Library Board members who participated in a recent Program/Policy Committee workshop, collection characteristics, challenges and influences as a starting point for a facilitated discussion with the full Library Board.
  • Ms. Friedrich encouraged Board members to make observations and ask questions about the collection presentation prior to the facilitated discussion; observation highlights included:
    • The need to repeatedly communicate what the Library has to the County and our customers - tell our story
    • The incredible strength of the collection's depth and breadth in all locations and online
    • We have an overall high-use collection that generally circulates at an average rate of 40% depending on the time of the year; specific areas of the collection may circulate as much as 70-80%
    • Collection development trends may range from locally focused to standardized collections or both; decisions may be based on what residents value
    • A collection policy is invaluable to staff and the Library Board to sufficiently provide information as to why we do/do not own a title
    • Archival function related to Minnesota authors - should HCL be thinking about being the place that owns a copy of everything? Can it be sustained? Role of MELSA? Should State resources assist with that role/goal?
    • Recognition of publishing and what it is. Expansion from traditional publishing houses to self-publishing; other changes and the cost, storage and/or acquisition which might be lower due to technology; the reality is we may be on the cusp of great opportunities to broaden the definition of the archival library concept
  • Ms. Friedrich began the facilitated discussion to engage the full Board to build upon the tour and Mr. Rodgers' presentation to establish a broader understanding, opening of perspectives and deepening knowledge of the collection. Library Board members shared collection concepts that stood out and areas they found exciting. Comments included an intense obligation and duty to provide access; HCL's ownership creates a need and/or duty to "lean into the wind" to foster an environment where others who may also have ownership would see a similar or corresponding duty to share access to what they have too so no one unnecessarily duplicates or recklessly allows collections to disappear; the value of knowledgeable staff; a strong desire to protect and preserve the integrity of the collection; the need to know the value of the collection and what needs to be done to add to it; new collections based on current culture(s); recognize the investment made by those before us; some concerns and challenges, including funding issues, to be addressed by our generation as stewards of the collection; and the need to do a better job of marketing and promoting the collection and leveraging it as a potential source of funding with business partners and/or individuals. The results of the discussion will be used by committee members as they continue to develop a revised Collection Development and Management policy with input from the full board. Discussion will continue at future meetings and will flow into strategic planning.
UNFINISHED BUSINESS No unfinished business.

NEW BUSINESS No new business.

ADJOURNMENT
There being no further business, Caitlin Cahill made a motion to adjourn the Library Board meeting at 6:45 p.m. which was seconded by Sandy Johnson. The motion passed. The next Library Board meeting is November 17, 2010, Ridgedale Library, Robert H. Rohlf Room, 12601 Ridgedale Drive, Minnetonka, 55305 at 5 p.m.

 

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                               John Pacheco, Secretary


LB Minutes 10 27 2010 Final