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Library Board Executive Committee April 13, 2009 Meeting Summary

Library Board Members Patricia Izek, President Therese VanBlarcom, Vice President John Pacheco, Secretary John Gibbs Holly Guncheon Roger Hale Jill Joseph Claudia Kelly Kathleen Lamb David Pratt Cynthia Steinke Library Director Lois Langer Thompson

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Attendees: Library Board members President Patricia Izek, Vice President Therese VanBlarcom, Secretary John Pacheco and past President John Gibbs; guest County Administrator Richard Johnson; staff Library Director Lois Langer Thompson, Nancy Palmer and Char Sohlberg

Capital Plan Discussion

County Administrator Richard Johnson summarized the recommended revised Capital Program submitted to the County Board of Commissioners. It included recommendations for deferrals and deletions of a variety of projects; acceleration and increases to projects to reduce future energy consumption and/or operating costs; and identified project additions and cost increases in order to facilitate energy conservation and/or reflect better cost estimates and current needs. He explained the outstanding debt reduction that would be achieved if the recommendations are adopted. Discussion followed. Attendees acknowledged capital plans in place for suburban and city libraries prior to the merger, acknowledged changes may be necessary to address current and future economic realities, and added that transparency throughout the process is critical. Moving forward, the new committee structure will allow Library Board involvement in decisions at the concept stage in addition to providing their endorsement on specific projects.

The Framework for the Future Capital Plan Discussion Document revision is currently underway. Ms Thompson reported that the revision will done in such a way as to be more flexible and updated more frequently. It will reflect projects underway, include expanded recommendations for 2010-2014 based on new and refreshed data for 41 libraries, projects to be monitored, and vision beyond 2014. Discussion followed including the need for realistic capital planning where expectations can be met.

Approvals

John Pacheco made a motion to approve the meeting agenda; seconded by John Gibbs. Motion passed. Mr. Pacheco made a motion to approve the summary of the March 3, 2009 meeting; seconded by Therese Van Blarcom. Motion passed.

2009 Operating Budget

Ms. Thompson summarized the revised 2009 Operating Budget reductions to meet the target of 10% ($5.9 million). $3.2 million was identified with the majority of reductions due to vacancies, operational efficiencies, and eliminating redundancies. Attendees discussed other options that if considered would require County Board approval such as service reduction/elimination, reducing hours and closing libraries. Long-term solutions and planning for 2010 will begin now; exploring other revenue sources was mentioned. Plans are in place to coordinate service/program priorities with Foundation Executive Director Stu Wilson.

2009 American Library Association (ALA) Summer Conference

A representative from the Library Board will attend (Chicago, July 9-15). Mr. Pacheco expressed interest and others will be queried at the April 22 Board meeting.

Request from Program/Policy Committee Request (Rules of Procedure)

Comments and questions from non-committee Board members attending committee meetings are welcome. Draft policies, reviewed by Library administrative staff prior to distribution in Library Board Meeting e-mail packets should be reviewed prior to Library Board meetings. It is the responsibility of non-committee Board members to address questions about policies with the Committee chair (Ms. Steinke) or other committee members in advance of the Board meeting where action is to be taken. The Executive Committee endorsed this rule of procedure.

Action Items

· Draft meeting summary for Executive Committee approval; distribute 3/2/09 approved summary and attachments to Library Board in e-mail packet sent prior to the April 22, 2009 Library Board meeting.

Char Sohlberg

Approved 6/8/09