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Library Board Officers & Past President
November 18, 2008

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

Interim Library Director
Lois Langer Thompson

 

Attendees:      Library Board members President Patricia Izek, Vice President Therese VanBlarcom, Secretary John Pacheco; staff Interim Library Director Lois Langer Thompson and Marilyn Zastrow

 

Welcome and Summary of Committee Discussions

President Patricia Izek summarized previous discussions at the Sept. 23 Officers and past President meeting and Oct. 22 Library Board meeting which included a request to define the proposed committee responsibilities and structure. 

 

Committee Structure

President Patricia Izek led the discussion on the proposed Library Board committee structure and moving the process forward.  As part of the discussion, the impact additional committee meetings may have on attendees was mentioned. Attendees recognized an eleven-member board may be more effective and involved at a higher level if committees comprised of less people met and reported to the full Board. To address the concern about increasing the frequency and number of meetings, combining existing responsibilities for efficiency and to reduce the number of Library Board committees was suggested.

 

The Executive Committee proposed the following

·         Combine individual Program and Policy committees into a Program/Policy committee

·         Nominating committee will continue to meet once annually as noted in Bylaws

·         Executive committee will review Bylaws and address recommended changes

·         Executive committee meets as needed on critical issues

·         Membership: eleven Library Board members would be appointed to three committees; with a breakdown of four, four, and three members per committee; with the chair of each committee reporting to the full board

·         Program committee would clarify programs and their recommendations would proceed to Budget & Finance committee for a decision on fundraising (may include private funding)

 

Next steps

·         Revisions will be made to the committee drafts to include outcomes.  Revised drafts will be presented at the Library Board meeting Wed., Nov. 19

·         A draft organization chart of Library Board committees will be developed and include the following committees:  Budget & Finance, Programs/Policy, Nominating, Executive and Ad-hoc committees (currently Athenaeum subcommittee and any other future committees such as a possible Planetarium subcommittee) to also be presented to the full Board Wed., Nov. 19

·         Committees will decide when and where to meet

 

Proposed 2009 Library Board meeting dates

The history of meeting locations and 41 library sites was discussed.  The intent to tour libraries before and/or after meetings has not occurred regularly due to members' busy schedules and travel time. President Izek suggested holding monthly Board meetings at Ridgedale Library recognizing it as the headquarters for Hennepin County Library.  A single location standardizes the meetings, reducing confusion for public who may wish to attend. A decision was made to include reports from libraries at monthly Library Board meetings. The dates and recommended location for meetings in 2009 will be presented to the full Library Board for approval Wed., Nov. 19.

 

Documents attached:

Committee descriptions and organizational chart

 

 

 

Marilyn Zastrow/Char Sohlberg

Approved 12 10 08




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Library Board Standing Committee
Budget & Finance
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

Interim Library Director
Lois Langer Thompson

 

Committee:                  Library Board Budget & Finance Committee

 

Frequency:                  Meets quarterly (or as needed) based on the County's budget preparation timeline

 

Charge:                        The Budget & Finance Committee of the Hennepin County Library Board provides strategic planning and financial oversight during annual budget preparation

 

Purpose:                      Budget & Finance Committee will gather and provide information to the public, staff, and County Board of Commissioners in relation to the overall direction of Library services in accordance with the mission and vision of Hennepin County and Hennepin County Library

 

                                    The Committee structure allows the Board more interaction with staff related to budget requests to provide a deeper and broader understanding of library services, programs, and finances to inform and recommend action by the full Library Board

 

The Budget & Finance Committee would review gifts and donations, complex gift receipts, and the overall acceptance of restrictive gifts (real purpose vs. perception of purpose)

 

Outcomes:                   Acceptance of gifts

 

                                    Recommendations to the County Board for the operating and capital budgets

 

                                    Fundraising goals; strategies with the Foundation of Hennepin County Library, local Friends groups, and others.

 

 

 

 

 

 

Draft

C. Sohlberg

9 23 08 Officer Recommended Standing Committees

Approved 12 10 08

 




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Library Board Standing Committee
Executive
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

Interim Library Director
Lois Langer Thompson

 

 

Committee:                  Library Board Executive Committee

 

Frequency:                  Meets as needed

 

Charge:                        The Executive Committee of the Hennepin County Library Board addresses strategic system-wide issues with the Library Director and makes recommendations to the full Hennepin County Library Board and/or Hennepin County Board of Commissioners

 

Purpose:                      The Committee will establish an annual joint meeting with the County Board of Commissioners

 

                                    The Committee is responsible for overall Library Board Strategic Planning process

 

                                    Partnership role with the Library Foundation of Hennepin County

 

Outcomes:                   Partnership with Library Foundation of Hennepin County

 

                                    Recommendations for Bylaws changes

 

                                    Strategic planning process

 

 

 

 

 

Draft

C. Sohlberg

9 23 08 Officer Recommended Standing Committees

Approved 12 10 08

 



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Library Board Standing Committee
Program/Policy
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

Interim Library Director
Lois Langer Thompson

 

 

Committee:                  Library Board Program/Policy Committee

 

Frequency:                  Meets quarterly or as needed

 

Charge:                        The Program Committee of the Hennepin County Library Board provides the Library Board with a comprehensive overview of existing and emerging library programs, policies, and services

 

Purpose:                      The Committee structure provides a deeper and broader understanding of library services, collection, programs, partnerships & collaborations

 

The Program Committee may provide outreach with existing programs, explore and/or compare statistic such as library visits and circulation, and would allow staff recognition or to highlight a variety of specific programs 

 

The Program Committee oversees requests for public art and makes recommendations for Library Board action

 

Outcomes:                   Make recommendations for Library Board Policies to full board

 

                                    Establish measures to evaluate programs for best practices to ensure Hennepin County Library is a premier library system

 

 

 

 

 

 

 

Draft

C. Sohlberg

9 23 08 Officer Recommended Standing Committees

Approved 12 10 08