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Library Board Budget & Finance Committee February 24, 2010 Meeting Summary

Library Board Members Therese VanBlarcom, President Claudia Kelly, Vice President John Pacheco, Secretary Brandi Brown John Gibbs Holly Guncheon Sandy Johnson Jill Joseph Kathleen Lamb Cynthia Steinke Library Director Lois Langer Thompson

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Attendees: Library Board Committee members: Committee Chair Jill Joseph and Brandi Brown; Staff: Lois Langer Thompson, Nancy Palmer and Char Sohlberg

Welcome and Approvals

Jill Joseph called the meeting to order at 3:35 p.m. Brandi Brown made a motion to approve the agenda; seconded by Jill Joseph. Motion passed. Ms. Brown made a motion to approve the meeting summary of Dec. 7, 2009; seconded by Ms. Joseph. Motion passed.

Capital Budget Update

Ms. Palmer reported financial transfers for projects in libraries in the City of Minneapolis are forthcoming over the next two years. She explained "facility modifications" which are projects up to $100,000 used to refresh buildings or improve service to customers. The ceiling is expected to be amended to $150,000 which will allow smaller library projects to be completed more quickly because they are not treated as separate capital projects. She also reported capital budget procedures for 2011-2015 are expected in departments within two weeks.

Ms. Thompson reported on her meeting with County Administrator Richard Johnson regarding the Library's Capital Budget request. No new projects are expected, given the number of projects identified 2010-2014. She spoke of efforts underway to develop a new Capital projects document that consolidates the Framework for the Future and Outlook 2010. Since no new projects are expected, the committee acknowledged the format would be more of a report rather than an update of either of the pre-merger plans. The options for organizing the information for multiple audiences and project types were reviewed and discussion followed. Ms. Joseph suggested this topic be revisited after the Library has completed the strategic planning process which may have some impact on the capital budget report as a direction is set for future Library services and service models.

Operating Budget Update

No reductions for 2010 have been communicated to departments by the County Administrator at this time. The Library has maintained vacancies which may reduce the impact on staffing and services if they are required. As previously announced, some hiring will be done for the openings of Plymouth and Maple Grove libraries.

When preparing 2011 Budget requests, departments have been asked to list services and initiatives they support and the cost associated with them, rather than a dollar or percentage reduction. Departments have been asked to examine the underlying reasoning behind broad service philosophies. The County Board of Commissioners will begin its budget work with a series of board briefings with departments, starting with the Library on March 16 and continuing throughout the summer.

Proposed 2010 Committee Meeting Dates

Budget & Finance Committee will meet Mon., April 5 from 4:30-5:30 at Minneapolis Central or Ridgedale (location to be confirmed). Ms. Joseph tabled the discussion of future dates until the next meeting.

Budget & Finance Committee Composition

Ms. Joseph tabled the discussion of the committee composition until the April 5 meeting.

Adjourn

Ms. Joseph made a motion to adjourn the Library Board Budget & Finance Committee meeting at 4:47 p.m.; seconded by Ms. Brown. Motion passed.

Action Items

· Next LB Budget & Finance meeting date: Mon., April 5, 4:30-5:30 p.m. Staff follow-up: book Mon., April 5 meeting location and inform others. Distribute agenda for April 5 (with Feb. topics) and draft Feb. 24 meeting summary for approval.

Approved April 5, 2010.